The shift, as it happened.
From the staffing request to the paid invoice, every step of an agency shift happens in one system, on one record. Here is the life of one shift.
One shift, end to end
Seven steps, three parties, one record.
The home, the agency and the worker each do their part where they already are: the portal, the inbox, the kiosk at the unit. Nothing is retyped and nothing is reconciled later.
Role, unit, date and time, and which agencies to notify. The request is Open and the agencies are notified at once.
The agency accepts the request and assigns a rostered worker who is approved at that home. The shift appears on both schedules as Confirmed.
Unit and PIN at shift start, PIN at shift end. Timestamps to the minute. The facility dashboard shows the worker on shift, live.
A missed clock out or a wrong unit is corrected on the shift with a reason. The audit trail keeps the original.
Regular, overtime and statutory holiday minutes come from the home's own settings and the agreed rate card. The same way every time.
One draft per worker, per home, per billing period. The agency submits it; the home reviews it shift by shift and approves, with an optional PO number.
The agency generates the invoice. Its number and PDF exist only after approval. Accounts payable records the payment in the same place.
Three steps
Clocked in. Approved. Verified.
Clocked in
Clock in and clock out are timestamped to the minute against the scheduled shift. Every clock event is tied to a named staff member and a specific shift, so a late arrival or an early departure is visible immediately, not at month end.
Approved
The home's Director of Care approves the record that becomes the invoice. Corrections are controlled: each one is logged with who made it, when, and why. Shifts that cross midnight, back to back doubles and missed shifts are handled by the system.
Verified
Because the kiosk record and the invoice come from the same system, an agency invoice is not a claim to be checked. It is a report of hours your home already approved. Every line traces to a clock in, a clock out and an approver.
Rules your home sets
Minutes are measured. Policy is yours.
Staflow does not decide how your home pays for an agency shift. It applies the rules you set at onboarding, consistently, to every shift and every agency.
Early clock ins never add time. Late arrivals within your grace period are forgiven; beyond it, the full deviation counts.
Eight hour and twelve hour shifts carry their unpaid meal time automatically, with the early departure rules you choose.
Overtime past the shift end beyond grace, and gap overtime when a second shift starts too soon after the first, at the rate on the agency's rate card. A per shift toggle records agreed exceptions.
A worker called in by mistake is paid the guaranteed minimum at straight rate, never overtime.
Choose how a shift that touches a holiday is attributed: split at midnight, whole shift by majority, start day or end day, with presets for the common patterns.
An invoice draft in review: each line is a clocked shift, and the draft is marked when every line matches the kiosk record.
Rounding up is not a policy problem.
It is a measurement problem, and the kiosk measures. A 7 h 20 min shift is billed as 7 h 20 min.