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
To access the calendar:
Log into Dashboard
Click Shifts in the left menu
Click Calendar in the left menu
This view displays all staff and client schedules in a clear, organized format. Hover over any shift to see key details, including assigned client(s), staff, date and time, and location (if applicable).
The other two subsections under Shifts are Scheduling and Recurring Shifts:
In Scheduling, you can view all past, ongoing, and upcoming single shifts. Use the date range to adjust the timeframe, filter by appointment status, or use the search bar to refine results. Click Detail next to any shift to view more information.
In Recurring Shifts, you can view all active recurring shifts. Use the search bar to narrow results. Click Edit next to any shift to view additional details.
Creating Shifts
Use the + Create Shift button in the top-right corner to create single, recurring, open, or group shifts. For detailed, step-by-step instructions, see Creating Shifts.
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, though the caregiver may need to refresh the app to see the latest changes.
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, Staff-Only, 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 color-coded by status, making it easy to quickly identify its current state:
Status | Color | Description |
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 and Past Shift Requests
From the Calendar you can also view time change and past shift requests that have been submitted by DSPs through the mobile app. Click the Requests button to view and manage all requests.
See Managing Time Change and Past Shift 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]