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Client Allocations - Allocations Toolbar — Icons & Functions

The Allocations Toolbar provides quick-access tools to manage shifts, members, and client details without opening each record individually.

  • Full Screen: Expands the Allocations screen and hides the top navigation bar to maximise workspace.

  • Filter: Opens the main filters for Client and Member Allocations. Filters applied here are semi-permanentand stay active until removed or changed.
    Use this when you need to narrow your view to a specific:
    • client
    • office
    • location
    • shift status
    • date range
  • Ready: Provides access to member availability tools:
    • Standby: Shows members marked as on standbyfor the current day.
    • Double Shift: Shows members who are available for two shifts that day.

If you are locked in a shift, both lists filter automatically to match:

  • shift type
  • office
  • availability

  • Note Actions: There are multiple note tools available:
    • Financial Note: Flags the shift for finance follow-up (for example, KM allowance).
    • Shift Worth: Displays the total value of the shift.
    • Case Notes: Opens client case notes to update, add, export or send.

 

 

  • Refresh: Refreshes Allocations without refreshing the browser. Use when:
    • a shift changes status
    • someone else edits a record
    • broadcast or appoint actions update the screen

 


  • Status: Allows you to change the status of selected shifts using the drop-down.

 

  • Edit: Allows editing of one or multiple shifts.
    • For multiple shifts, they must:
      • be at the same service location
      • have the same status
    • Fields available include:
      • delivery area
      • qualification
      • expertise
      • shift type
      • start / end times
      • authorisation

(Page 2 explains this clearly.)

  • Job: Access to Unmanaged Jobs (Additional Feature).

  • Book: Books the shift once the client confirms the member.

  • Unlock: Unlocks your screen if you are locked into a shift.

  • Appoint: Manually appoint a member to one or more shifts.

⚠ Overrides several safety checks — use cautiously.

  • Accept / Decline: Accept or decline a shift on behalf of the member.

  • Remove: Removes a member who is not yet booked. Use when member:

    • can’t be contacted

    • accepted by mistake

    • withdraws before confirmation

  • Unassign: Used for bulk removal of different shift status and members but same facilitate to do a bulk removal.

  • Confirm: Used when the client confirms but member still needs to respond. If the member accepts, shift goes straight to Booked. Also used when time is changed.

 

  • Cancel: Cancels a booked shift (member must acknowledge).

  • Withdraw: Stops allocation — client no longer requires cover.

  • Unfill: Quick access tool for status “Shift Unfill”.

  • Document / Member / Client

    • Attach/view shift-specific documents

    • Quick access to member details

    • Quick access to client details

Right-Click Menu — Shift Drop-Down Function

Right clicking a shift opens a context menu that lets you take actions quickly.

  • Quick Search: Search for suitable members immediately.

  • Add New Booking: Creates a new shift from this screen.

  • Search: Advanced search functions.

  • Availability: Review member availability for the shift.

  • Clear Lock: Unlocks the shift if it is locked.

  • Cancel Booking: Cancels the shift booking and logs the cancellation.

  • Duplicate Shift(s): Copies the selected shift.

    • Same Day Duplicate: Creates another shift for the same day.

    • Next Day Duplicate: Copies the shift to the following day.

  • Release Shift: Releases shift back for re-allocation.

  • Release with Broadcast: Notifies suitable members via broadcast when released.

     

  • Reinstate Shift: Brings back a cancelled/withdrawn shift.

  • Select Shifts Booked Together: Highlights all related shifts linked to the same booking.

  • Released – Send Notification: Sends communication regarding a released shift.

  • Shift Worth: Displays financial value of the shift.

  • Mandate Notes for Timesheet Submission: Forces notes to be entered before timesheet is submitted.

  • Attach Shift Task Group(s): Connects tasks required for the shift.

Recommend Reading: How these actions appear in the calendar view, click here: Shift Action Bar.

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