How to use Shwifti.

1. Add your team and clients

Create your account and organisation. Add client profiles with care plans, emergency contacts and agreed rates. Add staff using the email they will sign in with; they must verify it before joining.

Workers see assigned care and their own time records. Coordinators manage care and billing. Owners also manage organisation settings and coordinator access. Adding staff does not send an invitation email.

2. Schedule and publish shifts

Choose the client, worker, date, time and rate. Save a draft, then publish it from the roster so the worker can see and accept the shift. Shwifti checks overlapping visits and recorded staff unavailability.

Times use your organisation’s Australian timezone. Enter overnight visits as separate shifts on consecutive days.

Plan a group activity

Create an activity and add a column for each worker. Drag clients into columns or use Move to. Set each worker’s ratio, check every client’s rate and save the board.

On or after the activity date, submit attendance. Untick anyone absent for the whole session. For late arrivals, early departures or breaks, turn on support periods and record who was supported in each period.

Submitting attendance locks the plan and creates timesheets for review. It does not approve time or create invoices. See how group charges are calculated →

People and activities marked Demo are fictional practice records. Edits are saved, but do not create accounts or contact anyone.

3. Record time and care notes

Workers accept assigned shifts, clock in on the day and clock out when finished. Open a client’s profile for care plans, preferences, emergency contacts and past notes.

Save care notes as drafts while writing. Final notes cannot be edited: use Add addendum to attach a correction with a reason. For groups, save a separate note for each client.

Upload PDF, image or text files up to 4 MB. Files stay quarantined until a configured scanner approves them. Link relevant client files to incident reports, then record a resolution before closing the incident.

4. Approve time and create invoices

Clock-out and group attendance create Submitted timesheets. A coordinator checks minutes, breaks and client charges, then approves or rejects the time. Corrections need a reason.

Create an invoice for one client from their approved, uninvoiced time. Check it, mark it issued and download a copy to send yourself. Record a payment only after receiving it elsewhere.

Shwifti does not take payments, send invoice emails, submit funding claims or calculate payroll.

Correct attendance or billing

Void an unpaid invoice to release its time for rebilling. For a paid invoice, issue a credit note; a full credit releases that client’s time while keeping the original payment record. Credit notes do not send refunds.

Once all affected invoice allocations are released, use Correct attendance on the completed group board. Review and approve the revised timesheets before creating replacement invoices.

5. Review outstanding work

From Overview, open the review queue for missing clock-outs, unfinished notes, pending timesheets and overdue invoices. Coordinators can recover a verified missing clock-out from shift details; the time still needs review.

Client profiles also hold dated service rates, representative permissions, correction requests and staff restrictions. Changes to profile rates do not rewrite saved shifts.

Open Activity to see recorded changes. Owners can export all workspace records, history and attachments from Settings. An export is only marked complete when all files are available and the records stayed consistent during preparation.