# Shift Alerts

Source: https://docs.astalty.com.au/guide/scheduling/shift-alerts

> Review shifts that haven't been clocked in or out, updated in real time.

Scheduling add-on - This feature requires the Scheduling add-on, which is available on Astalty Premium. See How to enable Scheduling.

## Overview

Use [**Scheduling > Review > Shift Alerts**](https://app.astalty.com.au/scheduling/shift-alerts) to find shifts that have not been clocked in or out. The list updates as clock entries are recorded, so you can follow up on late or missing entries.

![The Shift Alerts page, opened from Shift Alerts highlighted under Review in the Scheduling menu, listing shifts with a Not clocked in or Not clocked out status and how late each one is.](https://docs.astalty.com.au/assets/shift-alerts-1a.png)

## Viewing Shift Alerts

Shifts that are missing clock-in or clock-out times will appear in the Shift Alerts page. This acts as your guide for following up with staff to ensure time entries are accurate. You can sort the table by Support Worker, Start Time, End Time, or Status.

Use the date range and search to narrow the list. You can also filter by **State**, **Employment Basis**, **Team**, **Region**, or **Site**. The filters combine, so you can review one workforce group or location at a time.

> **Missing clock times hold back timesheets**
>
> Until missing clock entries are corrected, the shift does not flow to Shift Approvals or downstream timesheet processing.

The Shift Alerts table displays all shifts that require review:

- **Support Worker** - the worker rostered on the shift.
- **Shift Type** - Support (1:1), Group, or Shift (internal or non-support activity).
- **Start Time** - the scheduled start time.
- **End Time** - the scheduled end time.
- **Status** - whether the clock-in or clock-out is missing, how late the entry is, and whether the support was cancelled.

> **Cancelled supports appear by default**
>
> Cancelled supports appear on the Shift Alerts page by default because they do not have clock-in or clock-out times.

To open a shift from its alert, open the **three-dot menu** and select **View Shift**.

![The Shift Alerts page with the three-dot menu on a shift highlighted and open, and an arrow pointing to View Shift above Clock In.](https://docs.astalty.com.au/assets/shift-alerts-2a.png)

## Actioning Alerts

### Sending a Clock-In Reminder

For an assigned, published shift that has started but not ended and still has no clock-in, open the **three-dot menu** and select **Send Reminder**. Review the confirmation, then select **Send Reminder** again to send the Support Worker a push notification asking them to clock in.

The action is available when you can update shifts and push notifications are enabled. It is not offered for an unpaid break or cancelled shift. Astalty allows one manual reminder during the shift. If the worker has already been reminded or cannot receive app notifications, Astalty explains why the reminder was not sent so you can call them instead.

### Missed Clock Ins/Outs

Whether it's a missed Clock In, missed Clock Out, or you need to undo an incorrect clock entry, these actions can be managed on behalf of the Support Worker.

From **Shift Alerts**, use the three-dot menu on a shift to **Clock In** or **Clock Out**. Select **View Shift** for other actions, including undoing an incorrect clock entry.

> **Use the time the work happened**
>
> When clocking in or out on behalf of a Support Worker, Astalty defaults to the scheduled support start or end time. Change it to the time the worker actually clocked in or out before confirming. A clock time cannot be in the future.

![The Shift Alerts page with the three-dot menu on a Not clocked in shift highlighted and open, and arrows pointing to its View Shift and Clock In options.](https://docs.astalty.com.au/assets/shift-alerts-3a.png)

#### Missed Clock In

You can complete a missed clock in from either the **Shift Alerts** page or within the support.

**From the Shift Alerts page:**

1. Click the **three-dot menu** on the shift and select **Clock In**

![The Shift Alerts page with the three-dot menu on a Not clocked in shift highlighted and open, and an arrow pointing to Clock In.](https://docs.astalty.com.au/assets/shift-alerts-4a.png)

2. In the pop-up, adjust the start time if required
3. Enter a reason for the clock in
4. Click **Clock In** to confirm

![The Clock In Support Worker dialog with an arrow pointing to the Clock In Time, the Reason for clocking in box highlighted, and an arrow pointing to the Clock In button.](https://docs.astalty.com.au/assets/shift-alerts-5a.png)

**Clocking in and out at the same time:**

When clocking in from the **Shift Alerts** page, you can record the clock out at the same time. This is handy when you're fixing up a shift after it has finished and want to complete both entries in a single step, rather than clocking in and then returning to the shift to clock out separately.

1. In the Clock In pop-up, tick **Also clock out at the same time**
2. Adjust the **Clock Out Time** if required (it defaults to the scheduled end time)
3. Enter a reason for the clock out
4. Click **Clock In & Out** to confirm

![The Clock In Support Worker dialog with Also clock out at the same time ticked and highlighted, showing Clock Out Time and Reason for clocking out fields above the Clock In & Out button.](https://docs.astalty.com.au/assets/shift-alerts-clock-in-and-out.png)

> **Clock Out Time**
>
> The clock out time must be after the clock in time.

> **If the clock out doesn't save**
>
> If the clock out fails for any reason, the clock in is still saved. You can complete the clock out separately from the shift row.

**From the View Shift page:**

1. Open the support by selecting **View Shift** from the three-dot menu

![The Shift Alerts page with the three-dot menu on a shift highlighted and open, and an arrow pointing to View Shift.](https://docs.astalty.com.au/assets/shift-alerts-6a.png)

2. Click the **three-dot menu** next to the Support Worker's shift
3. Select **Clock In**

![An open support on the Details tab, with the three-dot menu on the Support Worker's shift highlighted and open, and an arrow pointing to Clock In.](https://docs.astalty.com.au/assets/shift-alerts-7a.png)

4. In the pop-up, adjust the start time if required
5. Enter a reason for the clock in
6. Click **Clock In** to confirm

![The Clock In Support Worker dialog with an arrow pointing to the Clock In Time, the Reason for clocking in box highlighted, and an arrow pointing to the Clock In button.](https://docs.astalty.com.au/assets/shift-alerts-8a.png)

#### Missed Clock Out

You can complete a missed clock out from either the **Shift Alerts** page or within the support.

**From the Shift Alerts page:**

1. Click the **three-dot menu** on the shift and select **Clock Out**

![The Shift Alerts page with the three-dot menu on a Not clocked out shift highlighted and open, and an arrow pointing to Clock Out.](https://docs.astalty.com.au/assets/shift-alerts-9a.png)

2. In the pop-up, adjust the end time if required
3. Enter a reason for the clock out
4. Click **Clock Out** to confirm

![The Clock Out Support Worker dialog with an arrow pointing to the Clock Out Time, the Reason for clocking out box highlighted, and an arrow pointing to the Clock Out button.](https://docs.astalty.com.au/assets/shift-alerts-11a.png)

**From the View Shift page:**

1. Open the support by selecting **View Shift** from the three-dot menu

![The Shift Alerts page with the three-dot menu on a Not clocked out shift highlighted and open, and an arrow pointing to View Shift.](https://docs.astalty.com.au/assets/shift-alerts-10a.png)

2. Click the **three-dot menu** next to the Support Worker's shift
3. Select **Clock Out**

![An open support on the Details tab, with the three-dot menu on the Support Worker's shift highlighted and open, and an arrow pointing to Clock Out below Undo Clock In.](https://docs.astalty.com.au/assets/shift-alerts-12a.png)

4. In the pop-up, adjust the end time if required
5. Enter a reason for the clock out
6. Click **Clock Out** to confirm

![The Clock Out Support Worker dialog with an arrow pointing to the Clock Out Time, the Reason for clocking out box highlighted, and an arrow pointing to the Clock Out button.](https://docs.astalty.com.au/assets/shift-alerts-11a-1773802290.png)

#### Undo Clock In/Out

Use **Undo Clock In/Out** to remove an accidental or incorrect clock entry.

To undo a clock-in or clock-out, open the relevant support shift, select the **three-dot menu** on the Support Worker's clocked shift, and choose **Undo Clock In** or **Undo Clock Out** as required.

![An open support with the three-dot menu on the Support Worker's shift highlighted and open, and an arrow pointing to the highlighted Undo Clock In option above Clock Out.](https://docs.astalty.com.au/assets/undo-clock-in-guide.png)

![An open support with the three-dot menu on the Support Worker's shift highlighted and open, and an arrow pointing to Undo Clock Out.](https://docs.astalty.com.au/assets/undo-clock-out-1a-guide.png)

A confirmation panel will appear where you can accept that you understand and acknowledge that this function will permanently remove the clocked-in data and cannot be reversed.

![The Undo Clock In dialog with a red warning that the action cannot be undone, the I understand and acknowledge checkbox ticked and highlighted, a reason entered, and an arrow pointing to the Undo Clock In button.](https://docs.astalty.com.au/assets/undo-clock-in-1.png)

![The Undo Clock Out dialog with a red warning that the action cannot be undone, the I understand and acknowledge checkbox ticked and highlighted, a reason entered, and an arrow pointing to the Undo Clock Out button.](https://docs.astalty.com.au/assets/undo-clock-out-2-guide.png)

#### Clock In/Out Audit Trail

The Audit Trail shows the details of a Clock In or Clock Out. Open the support, select **Actions**, then select **Audit Trail**.

![An open support with the Actions menu highlighted and open, and the Audit Trail option highlighted below Message via SMS, Clone Support, Delete Support and Cancel Support.](https://docs.astalty.com.au/assets/missed-clock-7.png)

The Audit Trail records who made the change, when they made it, and the reason entered for a missed Clock In or Clock Out.

![The Audit Trail drawer with two entries highlighted, one changing the Shift Clock In At time and one changing the Shift Clock Out At time, each with an arrow pointing to the reason entered for the change.](https://docs.astalty.com.au/assets/missed-clock-8.png)

### Cancelled Shifts

Select the red exclamation mark to view the cancelled shift's pay behaviour.

![The Shift Alerts page with a cancelled shift's row shaded red and an arrow pointing to the red exclamation mark beside its status, with a highlighted popup reading This shift has been cancelled and No charge and Pay tags.](https://docs.astalty.com.au/assets/shift-alerts-2.png)

To change the pay behaviour or view the cancellation reason, open the **three-dot menu** and select **View Shift**.

![The Shift Alerts page with the three-dot menu on a cancelled shift highlighted and open, and an arrow pointing to View Shift above Send For Approval.](https://docs.astalty.com.au/assets/shift-alerts-3.png)

**Cancellation Details** shows the reason, additional details, and charge and pay behaviour. Select **Update Cancellation Details** to change them.

![A cancelled support with the Cancellation Details highlighted, showing the reason, details, who cancelled and processed it, and its charge and pay behaviour, with an arrow pointing to Update Cancellation Details.](https://docs.astalty.com.au/assets/shift-alerts-4.png)

Make any required changes in the pop out, and click **Update** to save.

![The Update Cancellation Details dialog with Cancelled By set to Provider, Charges and Payment set to No Charge and Pay, a Cancellation Reason and Additional Cancellation Details, and an arrow pointing to Update.](https://docs.astalty.com.au/assets/shift-alerts-5.png)

Close the support to return to Shift Alerts. Once the cancellation details are correct, open the shift's **three-dot menu** and select **Send for Approval**. The shift then moves to [Shift Approvals](https://app.astalty.com.au/scheduling/shift-approvals).

![The Shift Alerts page with the three-dot menu on a cancelled shift highlighted and open, and an arrow pointing to Send For Approval below View Shift.](https://docs.astalty.com.au/assets/shift-alerts-6.png)

#### Sending Multiple Cancelled Shifts for Approval

Cancelled shifts have checkboxes in the Shift Alerts table. Select the cancelled shifts you have reviewed, then click **Send for Approval** to process them together. The bulk action uses each shift's scheduled start and end times.

Only cancelled shifts can be selected for this action. Ordinary missed clock-ins and clock-outs must be completed individually before they can move to Shift Approvals.

## Viewing Shift Alerts from the Shift Approvals Page

You can also open Shift Alerts from [**Shift Approvals**](https://app.astalty.com.au/scheduling/shift-approvals). The red badge shows the number of alerts in the selected date range. Select **View Shift Alerts** to review them.

The badge counts alerts by the day the shift **starts**, so it always matches the list it opens. A shift running 4:00 PM Sunday to 9:00 AM Monday is counted in a range ending on the Sunday - see [Date Ranges and Overnight Supports](https://docs.astalty.com.au/guide/scheduling/adding-shifts/creating-a-sleepover-or-active-overnight-support#date-ranges-and-overnight-supports).

![The Shift Approvals page with Shift Approvals highlighted in the Scheduling menu and a highlighted red banner reading There are 18 unresolved shift alerts in this date range, with an arrow pointing to its View Shift Alerts button.](https://docs.astalty.com.au/assets/view-shift-alerts-1.png)

For more information, see [Shift Approvals](https://docs.astalty.com.au/guide/scheduling/shift-approvals).