Icon

How to Create and Manage Shifts in Connecteam

Creating and Managing Shifts in Connecteam: A Complete Administrative Guide This guide provides a step-by-step walkthrough for creating, editing, and publishing shifts in Connecteam using the Provider Schedule and your administrative permissions. Whether you're scheduling a one-time visit or managing a recurring series, you'll learn how to: ➤ Select and apply shift templates ➤ Assign referrals to visits ➤ Adjust shift start and end times ➤ Attach required documentation, such as intake forms By the end of this guide, you'll be equipped to manage shifts efficiently and confidently within the Connecteam platform.

By Larry Legler

Before we begin, make sure you’ve accepted the email invitation to activate your Admin permissions - this is required to create, edit, or publish schedules.

We’ll walk through the process of creating a shift using the Provider Schedule, starting with how to access it and select the right template. You’ll also learn how to manage repeating schedules, assign visit times, and attach necessary documentation.

Let’s get started.

To begin, open the Job Scheduling tab and access the Provider Schedule.
➤ Use a desktop computer for the best experience
➤ Ensure you're in Admin view, not User view

Depending on your selected view, templates appear in different ways:

Weekly View: Templates are visible on the right-hand side of the screen
Daily or Monthly View: Click on the day of your choice, then select the ". . ." menu and choose Add from templates > to view available template options

Available templates include for Parent Child Visits (PCV), Sibling (SIB) and Other

➤ In-Person Visits
➤ Virtual Visits (V.V.)
➤ Transport Overnight (T/O)
➤ Transport Same Day (T/SD)

Each template includes built-in shift tasks such as:

➤ Parent Screening
➤ Caregiver Screening
➤ Report Completed
➤ Signatures Acquired

These tasks help you stay organized and ensure all required steps are completed for each shift. You can use these as check-off items to support your own workflow.

1
Click “Templates” on the right-hand side of the Job Scheduler screen.
Step #1: Click “Templates” on the right-hand side of the Job Scheduler screen.

There are several options, we will be choosing Sibling: IPV for this case. We will take that and drag it to the first day that the visit will start.

2
Drag the Template to the Desired Day
Step #2: Drag the Template to the Desired Day

The shift will automatically appear on the day where you dropped the template.

The Templates panel will remain open on the right-hand side. To view the shift details, click the new shift on the calendar.

In this example, we dropped the shift on Tuesday, 7/1, and it shows as 12:00p – 2:00p.
Clicking the shift will open the Shift Details panel on the right-hand side, where you can view and edit all the information that makes up this referral shift.

3
Click the Shift You Just Created
Step #3: Click the Shift You Just Created

Once the shift opens in the right-hand panel, you’ll see the pre-filled details from the template.

To adjust the shift time, click into the Start Time and End Time fields and enter the correct hours for this referral case.

🕒 In this example, the shift was originally set to 12:00 pm – 2:00 pm, but you can update it to reflect the actual visit time.

4
You would click to Update Start and End Times here
Step #4: You would click to Update Start and End Times here
5
In this example we are entering: 5:45 AM to 6:30 PM
6
In the Shift Details panel, click the Referral dropdown to select the appropriate referral case.
Step #6: In the Shift Details panel, click the Referral dropdown to select the appropriate referral case.

Next, select the relationship type for the referral case. This helps categorize the shift appropriately and is required a selection.

Click the dropdown and choose either:

  • MO for Mother

  • SIB for Sibling

7
In this example, we are selecting SIB to indicate that the referral is for a sibling visit.
Step #7: In this example, we are selecting SIB to indicate that the referral is for a sibling visit.
8
Click “Visit ID #” filed and enter the Visit ID number provided for this referral. This ID helps track and associate the visit with the correct case.
Step #8: Click “Visit ID #” filed and enter the Visit ID number provided for this referral. This ID helps track and associate the visit with the correct case.
9
In this example, we are using a scheduled visit time of “11:15 AM – 1:15 PM.”
Step #9: In this example, we are using a scheduled visit time of “11:15 AM – 1:15 PM.”

The Status field is a flexible tool that allows you to track the current state and progress of each shift. While “Active”

is used for shifts that are current, you can update this field later to reflect how the shift concludes.

Here are some common uses:

  • Completed – when the shift has ended successfully

  • Resolved – when the shift is closed, or after updating the referral and changing Visit ID #

  • Cancelled > 24 hours – for shifts canceled for that reason, usually billing designations

  • No Show – if the referral did not attend

  • And more...

You can begin using this field now to track your shifts throughout your calendar. Update it as needed to reflect the shift’s outcome or status.

ℹ️ More detailed training on advanced uses of the Status field will be provided later.

10
Click on the “Status” field and select “Active” from the dropdown list
Step #10: Click on the “Status” field and select “Active” from the dropdown list
11
Step #11:

If you created the shift using a template from the Week View, your name will be automatically filled in under the User field — as shown in this example.

If your name is not listed, it likely means:

  • You didn’t use a template to create the shift, or

  • You started the shift from a different method (e.g., manually from the calendar)


⚠️ Important:
Do not manually select your name if it’s missing. This can lead to errors and misattribution of shifts.

Always use the template method to ensure your name and other key details — including Shift Title/Tasks— are applied correctly.

12
Step #12:

Repeating Schedules

You may have noticed the repeating schedule options (e.g., Daily, Weekly, Monthly) appear near the top of the screen earlier in the process.

We’re addressing them now — in Step 13 — to avoid starting the procedure with a more complex feature.

These options allow you to set how often the shift repeats, which is useful for recurring visits.

⚠️ Be careful when selecting a repeat type. For example, choosing “Daily” instead of “Weekly” can limit how far ahead you’re able to schedule — as shown in the training video issue that took me a bit to figure out myself.

13
Click on "Does not repeat"
Step #13: Click on "Does not repeat"
14
Click on "Daily ▼ - If you have a Daily repeating schedule to enter.
Step #14: Click on "Daily ▼ - If you have a Daily repeating schedule to enter.
15
Click on "Weekly or Monthly ▼ - If you have a Weekly or Monthly repeating schedule to enter.
Step #15: Click on "Weekly or Monthly ▼ - If you have a Weekly or Monthly repeating schedule to enter.

It's weekly, every Tuesday.

Change the blue, and it ends on 11/09.

16
Click on "After ▼"
Step #16: Click on "After ▼"
17
Click on "On"
Step #17: Click on "On"
18
Click to 'End repeat on ▼, then select your Visit Plan Ending Date, which is the last day this referral expires on.
Step #18: Click to 'End repeat on ▼, then select your Visit Plan Ending Date, which is the last day this referral expires on.

Keeping Your Intake Up to Date

Here’s how to manage this in Connecteam:

  • Such ideas as a case Resolves and is updated, the "Visit ID #" changes; you’ll want to:

    • Keep the original shift and its intake as-is.

    • Break the repeating shift at the point of the new referral's date.

    • Update the new shift with the latest intake and apply changes from that point forward.

When saving changes to a repeating shift, Connecteam will ask:

“This shift is part of a repeating series. How would you like to edit?”

✅ Choose “Edit this shift only” if the change is specific to this one visit.

✅ Choose “Edit this and all future shifts” if the change applies from one and this point forward.

✅ Choose “Edit all shifts in this series” only if the change applies to every visit in the entire series.

📌 Note: These same options will appear any time you make changes to a shift that’s part of a repeating series — not just when updating intakes. You may also see similar prompts in other areas of the platform when editing repeating entries.

19
Click on "Save repeat"
Step #19: Click on "Save repeat"

If you want to keep notes on this shift, you can add them here. I normally add it it's a Monitored or Supervised visit.

Also, click "Attach" to add your current intake, you can attach it here. Just remember that if your intake is updates or your referral becomes Update, Resolved or any other status that you continue working to upload and attach your most current Intake to the shift that it applies to.

20
Click on "Attach"
Step #20: Click on "Attach"

Click "Attach" under "Notes," then select "File." I already have this one saved to my desktop.

You will have to save your forms directly on your computer in order to attach, or saved on your mobile device.

21
Click here
Step #21: Click here
22
Drag here
Step #22: Drag here
23
Click on "Open"
Step #23: Click on "Open"

Attach the file, then once you are finished with entering your shift you can click publish.

24
Click on "Publish"
Step #24: Click on "Publish"

There it is, you've completed and published your shift onto your Provider Schedule.

25
This shows the new repeating shift that starts on 07/01 for this case.
Step #25: This shows the new repeating shift that starts on 07/01 for this case.
26
When you need to view your Intake, switch to User’s View to see your actual file.