Cancelling Shifts
There are multiple ways shifts can be cancelled and recorded on Sona, depending on how the system has been set up for your organisation
Cancelling a shift without recording cancellation reasons
- This is the standard method of cancelling shifts on Sona
- Find the shift you want to cancel on the roster, click on the shift card and then select 'cancel shift'
- Click on 'cancel shift' and you will receive the below pop up at the top of the screen.
- Click 'OK' and the shift will now show in the roster with a line through all of the details as below
- The cancellation is now in draft, if you're sure you want to cancel the shift go to 'publish changes' in the top right, select 'publish changes' and the shift will be removed from the roster.
Cancelling a shift and recording the reason
- If this feature is enabled for your organisation, click on the shift card and then select 'cancel shift'
- You will now see the below pop up which asks for the details of when and why the shift is being cancelled
- You can fill in the cancellation date and time, this will default to today's date and time to the nearest 5 minutes
- Then select the reason for cancellation from the drop down
- The cancellation reasons visible here are set for the organisation as a whole and were determined by the project team during implementation
- There is then an additional section for any notes. This is a free text box where you can include anything relevant to why the shift is being cancelled
- Once the details have been completed click 'cancel shift'
- The details of the shift will now be crossed through on the roster and you will need to publish your changes to remove the shift from the employee's app
Cancelling a shift, recording the reason and marking the shift card as cancelled
- If this feature is enabled you will have the option to cancel a shift on Sona but keep the shift card on the roster
- When clicking on the shift card you now have two options, 'mark as cancelled' and 'delete shift'
- 'Delete shift' will ask you to confirm and then remove the shift from the roster, without asking for any cancellation reasons. This is used when recording a cancellation reason isn't necessary, most commonly when a shift has been created in error
- 'Mark as cancelled' will take you to the below pop up
- You can now fill in when you were informed of the shift cancellation, the system will then populate how long before or after the shift start time the shift was cancelled
- You can then choose the reason for cancellation, the drop down reasons here are set for the whole organisation and were provided by the project team during implementation
- Next you can select if the shift is billable or not
- Selecting 'yes' means that the shift will count towards the person being supported's commissioned hours
- Selecting 'no' means the shift will not count towards the person being supported's commissioned hours
- You can then add in any additional notes as to why the shift was cancelled
- Once you have completed all of the details click 'mark shift as cancelled'
- The shift will then remain on the roster in both the standard view and the people we support view but the shift card will indicate that the shift has been cancelled
- You'll then see any cancelled hours under the staff member's name on the roster
- If you have any issues, please click here to get in touch