Open Shift Notes
From the left navigation menu, select Shift Notes.
The Shift Note Contributions page opens.
Review the participant list and activity grid.
Each participant row shows their recent Shift Notes activity, including:
The participant name
Active date
Daily activity status
Most recent activity
Number of notes
Rostered staff
Gaps, where applicable
The activity grid uses colour indicators to show the status of each day:
Nothing recorded
Covered
Draft form
Missing note
Ad-hoc
Find the participant and day
Use the date controls to move between reporting periods.
Select Filters to narrow the list where needed.
Select Gaps only to show blocks with missing Shift Notes activity.
Use the search field to find one or more participants.
To search for multiple participants, separate names with commas.
Example: Alice, Bob
Select a day in the participant activity grid to preview that block.
Select Open [date] or open the participant row to view the full Shift Note block.
Review the participant block
The participant block shows the selected date, participant name, and number of contributions.
Use the page to review:
Quick action: create form prompts
Shift Note contribution timeline
Attachments and submitted forms
Contribution status
Shift Note completion warnings
Participant activity summary
Block details and lock status
Use Previous day, Today, or Next day to move between participant blocks.
Create a required form
A Quick action: create form panel may appear when a form is available or required for the selected participant block.
Review the forms listed in the panel.
Select the form you need to complete.
A draft is created for the selected participant block.
Complete and submit the form as required.
Available forms may include:
Behaviour Record
Child Safety Incident Report
NDIS Incident Report
Select Dismiss if you do not need to create a form at that time.
Important: A draft form may appear in the participant activity grid until it is submitted or completed.
Add a Shift Note contribution
Scroll to the contribution field at the bottom of the participant block.
Enter a clear note about what happened during the selected time.
Use the available actions as needed.
Depending on your organisation’s settings and permissions, you may be able to:
Attach a file
Add or create a form
Record or attach audio
Change the contribution time
Submit the contribution
Select the Send icon to submit the contribution.
Submitted contributions appear in the timeline with the contributor name, date, time, and note content.
Edit or delete a contribution
To manage a contribution you have added:
Find the contribution in the timeline.
Select the three-dot menu on the contribution.
Select Edit or Delete.
Edit a contribution
Select Edit.
Update the contribution text or time if required.
Select Save.
Delete a contribution
Select Delete from the contribution menu.
Review the confirmation message.
Select Delete to permanently remove the contribution.
Important: Deleting a contribution cannot be undone. Any forms associated with the contribution are not deleted.
Review the Details panel
Use the Details panel to check the status of the selected 24-hour participant block.
The panel may show:
State, such as Open or Locked
Forms, such as All complete
Date
Lock or Unlock action
Use this panel before finalising a block to confirm that required forms are complete and the correct date is selected.
Check Shift Notes completion
A Shift Notes Incomplete warning may appear when a staff member had a published shift with the participant but the Shift Note requirements were not completed.
The warning may show:
The staff member’s name
The affected shift
Whether a note or required form is missing
Follow up with the relevant staff member before locking the block.
Review the Participant summary
The Participant panel provides a quick summary of activity for the selected 24-hour block.
It may include:
Name
Contributors
Contributions
Attachments
Last activity
Use this summary to confirm whether the participant block has been updated and whether any supporting files have been added.
Lock a Shift Note block
Lock a block when no further notes, attachments, or form drafts should be added for that 24-hour period.
In the Details panel, select Lock.
Review the confirmation message.
Select Lock again to confirm.
When a block is locked:
New contributions are blocked.
New attachments are blocked.
New form drafts are blocked.
Existing timeline entries become read-only.
An automated message is added to the timeline to record that the block was locked.
Unlock a Shift Note block
Only staff with admin access can unlock a locked Shift Note block.
Open the locked participant block.
In the Details panel, select Unlock.
Review the confirmation message.
Select Unlock again to confirm.
When a block is unlocked:
Staff can add new contributions, attachments, and form drafts again.
Existing contributions can be edited where permissions allow.
An automated timeline message records that the block was unlocked.
Important Notes
Shift Notes are grouped by participant and 24-hour participant block.
A block may appear even when no contribution exists yet, as long as the participant has a rostered shift in that period.
A selected date can contain multiple contributions from one or more staff members.
Required forms can appear as quick actions at the top of the participant block.
Draft forms need to be completed or submitted according to your organisation’s process.
Locked blocks are read-only until an authorised user unlocks them.
Automated lock and unlock messages are recorded in the timeline and cannot be edited.
Review Shift Notes Incomplete warnings before locking a block.
Deleting a contribution does not delete any associated forms.
Troubleshooting
I cannot find a participant block
Check the spelling of the participant’s name.
Search for one participant at a time.
Clear the search field and try again.
Check a different date range.
Turn off Gaps only if it is enabled.
Use the date controls to check another reporting period.
I cannot add a contribution
Check whether the participant block is Locked.
Confirm that you have permission to add Shift Notes.
Check that you have selected the correct participant and date.
Refresh the page, then try again.
Contact an administrator if the issue continues.
A required form is incomplete
Open the participant block.
Review the Quick action: create form panel.
Open the required form.
Complete the missing information.
Save or submit the form according to your organisation’s process.
I cannot edit or delete a contribution
Check whether the block is locked.
Confirm that you have permission to edit or delete Shift Notes.
Check whether the contribution is an automated system message. Automated messages cannot be edited or deleted.
Ask an administrator to unlock the block where appropriate.
I cannot unlock a Shift Note block
Confirm that you have admin access.
Check that the block is currently locked.
Refresh the page and try again.
Contact your organisation administrator if the Unlock option is unavailable.