Shift Note Contributions provides a participant-based view of Shift Note coverage.
Use this page to:
Review documented and undocumented participant days
Identify gaps in Shift Notes
Filter activity by participant, worker, or site
Open a participant’s 24-hour block
Add Shift Note contributions
Complete related forms
Review documentation warnings
Lock completed participant blocks
Before you begin
Make sure you have permission to:
View participant Shift Notes
Add Shift Note contributions
Complete participant forms
Add attachments
Lock participant blocks, where applicable
The participants and actions available to you depend on your role and organisation permissions.
1: Open Shift Notes
From the left navigation menu, select Shift Notes.
The Shift Note Contributions page opens.
Review the participant activity list.
The top of the page includes:
Date controls
View
Latest, when available
Filters
Gaps only
Participant search
Coverage status legend
Each participant row may show:
Participant name
Latest activity date
Daily coverage grid
Most recent selected date
Documentation status
Staff coverage
Number of gaps
Open [date]
2: Select the reporting period
Select View to change how much Shift Note activity is displayed.
Weeks view
Select Weeks to display activity across a rolling number of weeks.
Under Week count, enter the number of weeks you want to review.
You can sort participants by:
Recent activity
Participant name
Turn on Show inactive to include participants with no recorded activity.
Month view
Select Month to display complete calendar months.
Under Months shown, select:
1
2
3
You can also sort the participant list by recent activity or participant name.
Use the left and right arrows beside the date to move between periods.
Select Latest, when available, to return to the latest reporting period.
Share the selected view
The selected period and supported filters may be included in the page URL.
To share the same view:
Select the required period.
Apply the required filters.
Copy the page URL from your browser.
Send it to another authorised user.
Note: The person opening the shared link must have permission to view the included participants and Shift Notes.
3: Filter Shift Note activity
Select Filters to narrow the participant list.
You can filter by:
Worker
Site
Participant
To add a filter:
Select Filters.
Select the field beside Where.
Choose Worker, Site, or Participant.
Select one or more values.
Select Add condition to apply another filter if required.
Select the bin icon to remove a filter condition.
4: Search for participants
Use Search participants to find a participant by name.
To search for multiple participants, separate their names with commas.
Example:
Alice, Bob
Clear the search field to return to the full participant list.
5: Show documentation gaps
Select Gaps only to show participant days where Shift Note requirements may not have been completed.
A gap may be shown when:
A published shift occurred
No Shift Note was recorded during the rostered time
A required form remains incomplete
Only part of the staff coverage window was documented
The number of gaps appears on the right side of the participant row.
Select Gaps only again to return to the complete activity list.
6: Understand the coverage grid
The daily grid uses colours to show the documentation status for each participant day.
The legend includes:
Nothing recorded
Partly covered
Fully covered
Draft form
No notes
Select a square in the grid to preview that day.
The selected day is highlighted with an outline.
The participant row may then show:
Selected date
Most recent, where applicable
Whether a shift occurred
Whether notes were recorded during the rostered time
How many staff windows were covered
Number of gaps
Note: A rostered period may be marked as covered when a team member records an appropriate Shift Note or submits a related form during the shift.
For overnight shifts, coverage may affect both calendar days.
Notes added on days without a rostered shift can still appear in the participant’s activity.
7: Open a participant block
Find the participant you want to review.
Select a day in the activity grid.
Review the selected day’s summary.
Select Open [date].
The participant’s 24-hour Shift Note block opens.
The page may include:
Participant name
Selected date
Contribution count
Quick action forms
Timeline
Contribution field
Details panel
Shift Notes Incomplete warning
Participant summary
Use the previous, home, and next controls at the top of the page to move between days.
Depending on the page view, you may also see:
Previous day
Today
Next day
8: Create a form from Quick action
The Quick action: create form panel may appear at the top of the participant block.
The available forms depend on your organisation.
Examples may include:
Behaviour Record
Child Safety Incident Report
NDIS Incident Report
To create a form:
Review the available forms.
Select the required form.
A draft is created against the participant block.
Complete the required fields.
Save or submit the form.
The panel shows the time that will be used when the draft is created.
Select Dismiss to close the prompt without creating a form.
Important: A draft form may continue to appear in the activity grid until it is completed or submitted.
9: Review the participant timeline
The timeline appears below the Quick action: create form panel.
When activity has been recorded, the timeline may group entries by worker and shift session.
Depending on the selected day, it may show:
Worker name
Shift started marker
Shift ended marker
Shift Note contributions
Quiet periods
Attachments
Draft forms
Submitted forms
Register submissions
When no contribution has been recorded, the timeline may show:
A shift marker
The worker’s name
No contributions on this day yet
For days without any shift or contribution activity, the page may show:
No contributions yet
A message explaining that notes, forms, and attachments will appear there
Register submissions appear according to when the event occurred.
When a linked timeline entry is opened, the related activity may automatically scroll into view and be highlighted.
10: Add a Shift Note contribution
The contribution field appears near the bottom of the participant block.
Confirm that the correct participant and date are open.
Select the contribution field.
Enter a clear description of what happened.
Add any required files, forms, or audio.
Select the send icon.
The field displays:
What happened? Type @ to timestamp moments...
After submission, the contribution appears in the participant timeline.
11: Add a timestamp to a contribution
Use time shorthand to record when an event occurred.
Supported examples include:
@1430for 2:30 pm0615for 6:15 am1610hrsfor 4:10 pm@nowfor the current time
Use a 24-hour format when entering a specific time.
Review the resulting timestamp before submitting the note.
Important: Do not enter a future time unless the contribution is intentionally future-dated. Future-dated notes may be flagged for review.
12: Add supporting information
The icons beneath the contribution field may allow you to:
Attach a file
Add or create a form
Add an audio recording
The options available depend on your permissions and organisation settings.
Uploaded images may appear as inline previews in the timeline.
Select an image to open the full-screen viewer.
The image viewer may allow you to:
View the full image
Move between images
Use keyboard navigation
Download the file
Note: Supported HEIC photos uploaded from iPhones are automatically converted into viewable previews. This also applies to supported HEIC files uploaded previously.
13: Review Shift Notes Incomplete warnings
A Shift Notes Incomplete warning appears when Shift Note requirements were not met for a published shift.
The warning may show:
Staff member
Reason the Shift Note is incomplete
Affected shift time
Missing note or incomplete form
Important: Complete any missing Shift Notes or required forms before locking the participant block.
For example, the warning may state that the staff member’s Shift Note was not completed for the full shift.
14: Review the Details panel
The Details panel provides information about the current participant block.
It may show:
State
Form completion status
Selected date
Lock or Unlock action
Locking instructions
Possible states may include:
Open
Locked
View only
Available actions depend on:
Your permissions
Participant access
Whether the block is locked
Whether the activity relates to a sleepover
Whether the shift spans multiple days
Note: Locked or view-only blocks display an explanation when contributions or other actions are unavailable.
15: Review the Participant summary
The Participant panel provides a summary of the selected 24-hour block.
It may include:
Name
Contributors
Contributions
Attachments
Last activity
Use this panel to confirm whether documentation has been added for the selected participant and date.
16: Lock a participant block
Lock the participant block when no further contributions, attachments, or form drafts should be added.
Before locking:
Review the Shift Notes Incomplete warning
Complete required forms
Review draft forms
Check for missing notes
Confirm the selected participant
Confirm the selected date
Important: Locking the participant block makes the existing timeline read-only and prevents new contributions, attachments, and form drafts from being added.
To lock the block:
Open the Details panel.
Select Lock.
Review the confirmation message.
Select Lock again.
Select Cancel to return without locking the block.
When the block is locked:
New contributions are blocked
New attachments are blocked
New form drafts are blocked
The existing timeline becomes read-only
An automated timeline message records who locked the block
17: Unlock a participant block
Only staff with the required administrative access can unlock a participant block.
When an administrator unlocks the block:
New contributions can be added
Attachments and form drafts can be added
The block becomes editable according to the user’s permissions
An automated timeline entry records that the block was unlocked
Important notes
Shift Notes are organised by participant and 24-hour block.
The activity grid shows coverage across the selected reporting period.
A participant row can contain activity from multiple workers.
Gaps only displays participant days requiring review.
A published shift may appear even when no contribution has been recorded.
Overnight shifts may affect two calendar days.
Forms can be created from the Quick action panel.
Register submissions appear according to their occurrence time.
Future-dated contributions may be flagged for review.
Locked blocks remain read-only until an authorised administrator unlocks them.
HEIC images are converted into viewable previews where supported.
Troubleshooting
I cannot find a participant
Clear the participant search.
Check the spelling of the participant’s name.
Separate multiple names using commas.
Clear Worker, Site, and Participant filters.
Turn off Gaps only.
Turn on Show inactive from the View panel.
Confirm that you have permission to access the participant.
I cannot find the required date
Check whether Weeks or Month is selected.
Use the left or right date arrow.
Select Latest, when available.
Increase the Week count or Months shown.
Clear any filters that may be hiding the participant.
A gap still appears after adding a note
Refresh the page.
Confirm that the note was added to the correct participant.
Check the contribution timestamp.
Confirm that the note falls within the affected shift time.
Check whether a required form remains incomplete.
Review both days for an overnight shift.
I cannot add a contribution
Check whether the block is locked.
Review the state shown in the Details panel.
Confirm that you have permission to add Shift Notes.
Confirm that the correct participant and date are open.
Refresh the page and try again.
Contact an administrator if the issue continues.
My contribution appears on the wrong day
Check the timestamp entered in the contribution.
Review any
@time shorthand used.Check whether the contribution relates to an overnight shift.
Ask an authorised user to correct the entry if you cannot edit it.
An attachment does not display
Refresh the participant block.
Confirm that the file finished uploading.
Select the attachment to open the viewer.
Check whether the upload shows a failure indicator.
Save the related form again to retry the upload.
Download the file and open it on your device.
I cannot unlock the block
Confirm that the block is currently locked.
Confirm that you have administrative access.
Review the explanation displayed in the Details panel.
Contact your organisation administrator if the unlock option is unavailable.