The Calendar is your central hub for managing all staff schedules and shifts within Giv. It provides a visual overview of your entire team's schedule, allows you to create and edit shifts, tracks shift status in real time, and allows you to view and approve time change requests.
Accessing the calendar
Log into Dashboard
Click Shifts in the left menu
Click Calendar in the left menu
This displays all staff and client schedules in an organized, easy-to-read view. Hover over any shift to view additional details.
The other two subsections under Shifts are Scheduling and Recurring Shifts. These subsections can be used to view past or upcoming shifts, but all new shifts should be created in the Calendar.
Creating shifts
To create a shift:
Click + Create Shift
Set the Start date and time and End date and time using the calendar and time pickers
Enter the service Address (optional)
If Recurring, check the box
Enter a Shift name for the shift
Select the frequency and days the shift will occur
Enter the End date
Search for the clients or staff in Add people to shift, check the box next to their name, and click Add to shift
If no caregiver is added, the shift will automatically become an Open Shift
If the shift is not open, assign each caregiver to their clients(s):
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 a shift is created, it will appear in the mobile app for all assigned caregivers. Shifts are displayed in real time when they are created or updated.
Viewing and filtering shifts
The Calendar offers several viewing options for your schedules. By default, it displays all staff and client shifts. Use the filters above the calendar to narrow the view:
All People: Filter the calendar to show only caregiver or client schedules.
All Status: Filter shifts by status, such as Completed, Scheduled, or Missed.
All Services: Filter the calendar to display shifts associated with specific billing codes.
Shift Type: Filter the calendar to show specific shift types, such as Recurring, Open, or Regular.
The calendar can also be filtered by date range by selecting a week on the right side. Additionally, use the Filter By panel on the right to narrow your view by specific clients, caregivers, or groups.
Understanding shift statuses and colors
Each shift in the calendar is marked with a status so you can quickly understand its state:
Completed (Green): A shift that was successfully clocked into and clocked out of.
Scheduled (Blue): An upcoming shift that is scheduled for a future date or time.
Missed (Red): A scheduled shift that was not clocked into.
In Progress (Yellow): A shift that has been clocked into and is currently active.
Admin Rejects (Clear): An impromptu shift reviewed and rejected by an admin.
Pending Approval (Blue): An impromptu shift awaiting admin approval before it can be closed.
Open (Black): A shift that does not have an assigned caregiver and is available for a DSP to pick up
The statuses Closed, Cancelled, and Auto Completed are legacy statuses and are being phased out. Filtering by these three statuses will not display any shifts on the calendar.
Time change requests
From the Calendar you can also view time change requests that have been submitted by DSPs through the mobile app. Click the Requests button to view and manage all time change requests.
See Managing Time Change Requests for more details.
Best practices
Plan ahead: Set aside a dedicated admin day each week to create shifts for the following week.
Use consistent naming: Name recurring shifts clearly (e.g., "Monday-Friday Day Program") for easy filtering and organization.
Add locations: Including shift addresses enables geofencing, which ensures DSPs can only clock in when they are physically at the correct location.
Review before shift start: Check the Calendar the day before shifts to ensure all assignments are correct.
Monitor open shifts: Regularly check for unclaimed open shifts and fill gaps proactively.
If you have any questions about the calendar:
Reach out to your Customer Success Manager
Or email: [email protected]