Accessing the Calendar
To navigate to the calendar:
Click Shifts in the left menu
Click Calendar in the left menu
The Calendar is the central hub for managing staff schedules and shifts within Giv, offering a real-time visual view of your entire team. It allows you to create, edit, and track recurring or one-time shifts to keep staffing organized and efficient. See Navigating the Calendar for more details.
Creating a Single Shift
To create a single shift:
On the Calendar, click + Create shift
Set the Start date and time and End date and time using the calendar and time pickers
Enter a shift Description (optional)
Enter the service Address (optional)
Search for the clients and staff in Add people to shift, check the box next to their name, and click Add to shift
Assign each client to their primary and backup caregivers:
Option 1: Drag and drop the caregiver onto the client
Option 2: Click Assign staff on each client and select the caregiver from the list
Click Create shift
Once the shift is created, it will appear in the mobile app for all assigned caregivers.
Note: Best practice is to add both the primary caregiver and any backup caregivers as needed, so the backup caregivers can see the shift in their app.
Creating a Recurring Shift
To create a recurring shift:
On the Calendar, click + Create shift
Set the Start date and time and End date and time using the calendar and time pickers
Check the Recurring shift box
Enter a Shift name for the shift
Select the frequency and days the shift will occur
Enter the End date
Enter a shift Description (optional)
Enter the service Address (optional)
Search for the clients and staff in Add people to shift, check the box next to their name, and click Add to shift
Assign each client to their primary and backup caregivers:
Option 1: Drag and drop the caregiver onto the client
Option 2: Click Assign staff on each client and select the caregiver from the list
Click Create shift
Once the recurring shift is created, they will appear in the mobile app for all assigned caregivers.
Creating an Open Shift
Open shifts are shifts without an assigned caregiver that can be claimed by eligible caregivers, allowing them to choose shifts that match their availability. This helps reduce scheduling back-and-forth and simplifies the admin staff's workflow.
Creating the Shift
To create an open shift:
On the Calendar, click + Create shift
Set the Start date and time and End date and time using the calendar and time pickers
Enter a shift Description (optional)
Enter the service Address (optional)
Search for the clients in Add people to shift, check the box next to their name, and click Add to shift
A shift becomes an open shift automatically when no caregiver is assigned
Click Create shift
Select the number of staff needed for the shift
Click Create open shift
The shift will now be available for any eligible caregiver to claim through their mobile app.
Enabling the Open Shift Feature
To create open shifts and allow staff to claim them, first enable the setting in Feature Settings and on the individual caregivers' profiles.
To enable the feature in Feature Settings:
Log into Dashboard
Click the dropdown arrow in the top left corner
Click Feature Settings
Select the Shift Settings card
Turn on Enable Open Shifts
To enable the feature on the individual caregiver profile:
Click Personnel in the left menu
Click Staff in the left menu
Select the staff member
Click Settings in the slide-out menu
Turn on Claim Open shifts
Click Save Settings
Creating a Group Shift
Group Shifts enable multiple caregivers to be scheduled for the same shift and clock in and out independently.
Previously, when one caregiver clocked out of a shared shift, it was automatically marked as "Completed," preventing other caregivers from clocking in. Group Shifts fix this issue by keeping the shift open for the full scheduled duration, allowing all assigned staff to clock in and out as needed during that time.
Creating the Shift
To create a group shift:
On the Calendar, click + Create shift
Set the Start date and time and End date and time using the calendar and time pickers
Enter a shift Description (optional)
Enter the service Address (optional)
Turn on Enable Independent Clock-ins. This feature will be disabled by default.
Search for the clients, staff, or groups in Add people to shift, check the box next to the name(s), and click Add to shift
Assign each client to their primary and backup caregivers:
Option 1: Drag and drop the caregiver onto the client
Option 2: Click Assign staff on each client and select the caregiver from the list
Click Create shift
Once the shift is created, it will appear in the mobile app for all assigned caregivers. When the shift starts, each scheduled DSP can clock in and out independently.
Group Shift Status Flow
Situation | Status Flow |
Shift created | The shift is set to Scheduled. |
First DSP clocks in | The shift switches to In Progress. |
One DSP clocks out, other DSPs still clocked in | The shift remains In Progress and other DSPs continue unaffected. |
All DSPs clock out before end time | The shift stays open and does not switch to Completed until the scheduled end time. Any assigned DSP may still clock back in. |
Scheduled end time reached, no DSP clocked in | The shift switches to Completed. |
Scheduled end time reached, DSPs still clocked in | The shift remains In Progress until the final DSP clocks out, then switches to Completed. |
No DSP ever clocks in | The shift is marked as Missed at the scheduled end time. |
Shift Conflicts
When creating a shift, you will be immediately alerted if a staff member or client is already scheduled for another shift during that same time.
In the Add people to shift section, searching for a client or staff member will display a Conflict label next to anyone who is already booked at that time.
If you add that individual to the shift, a red warning banner will appear. Click Review conflicts to see more details. You can still proceed by selecting Create shift, but you will be asked to confirm you want to proceed despite the conflicts.
This real-time conflict detection helps to reduce errors, prevent billing rejections, and improve compliance.
Editing or Canceling Upcoming Shifts
Upcoming shifts can be edited or canceled as needed. Select the shift to open the Edit Shift window. To edit a shift, make the necessary changes and click Save to apply them. To cancel a shift, click Cancel shift in the bottom-left corner.
Note: Missed shifts cannot currently be deleted or removed from the schedule.
For questions about creating and scheduling shifts:
Contact your Customer Success Manager
Or email: [email protected]