Track your shifts and bookings

A shift is a single period of clinical work at one workplace. Sessional stores the workplace name, the date, start and end times, your agreed rate and rate type, site notes, and the payment and cancellation terms. Review these details before invoicing. The income source determines whether Sessional offers invoicing or pay checking for the shift; it does not determine your legal or tax position.

The shift ledger uses these status labels. The path depends on how the shift is paid:

1. Offered: a workplace has proposed the shift, or you have logged one you are arranging
2. Confirmed: the shift is recorded as a confirmed booking
3. Delivered: you have completed the work
4. Invoice ready: the shift is queued to be invoiced
5. Invoiced: the shift has an issued invoice; this does not mean it has been emailed
6. Paid: payment has been recorded

An offered or confirmed shift can also be Cancelled. You may invoice a workplace yourself, be paid by an agency, or be paid through PAYG payroll. Self-invoiced shifts become ready for an invoice after delivery. Agency and PAYG shifts use the pay-check instead, so you can record whether the payslip was correct without creating a Sessional invoice. See agency and PAYG tracking for the billing paths, including what to do when the income source is unknown.

You can add shifts from a request or log them yourself:

• From a booking request: when you accept a workplace's request, a confirmed shift is created for you automatically
• Manually: use Log shift to enter the workplace, date, times, agreed rate and income source, or Add several shifts for repeat dates and CSV import

Record the rate basis that matches the agreement: daily, hourly, per session, or percentage of billings. Daily uses one amount. Hourly uses booked time less unpaid breaks, or recorded actual hours. Per session multiplies the rate by the count. Percentage of billings needs the agreed percentage and, once known, the billing revenue.

The calculation also applies any stored penalty multiplier. Read how each rate basis is calculated before logging an unfamiliar arrangement.

Open a shift and choose Edit shift details to edit its times, rate basis and related pay fields. For hourly work, you can record actual hours after delivery without changing the booked times. A shift is locked while it has any invoice line, including a draft line, so the source record and invoice cannot disagree.

Delete is narrower than edit. It is only for an offered or confirmed shift that should never have existed and has no invoice line. Cancel a real booking that will not go ahead. See the fullshift editing, locking and deletion rules.

The filters at the top of the shifts page let you cut the list down fast:

• Status filters: All, Upcoming (offered or confirmed), Delivered, Invoiced, Paid, or Cancelled, each with a live count
• Search: type a workplace name (or text from your site notes) to find specific shifts
• Date range: set a from and to date to focus on a particular period

Search and the date range work together within the loaded list, for example to find shifts at one workplace between April and June. There is also a calendar view below the list for an at-a-glance month.

Five summary figures appear at the top of the page. The list-based totals use the most recent 500 shifts:

• Total shifts: the number loaded into the list
• Upcoming: offered or confirmed shifts in that list
• Ready to invoice: eligible delivered self-invoiced shifts without an invoice, counted beyond the list limit
• Awaiting billings: eligible self-invoiced shifts that still need billing revenue
• Total earned: calculated values in the loaded list, excluding cancelled shifts and treating pending billings as zero; this is not a total of payments received

Worked several self-invoiced shifts at the same workplace? Tick the eligible delivered shifts you want and generate a single invoice covering all of them, rather than one invoice per shift. Sessional shows a batch prompt when more than one eligible shift is in the loaded list.

Generating invoices is included from the Free plan up, with the number of invoices a month capped on Free and lifted on the paid plans. See billing and plans if you are hitting the monthly cap.

Export your shifts to a CSV file for your spreadsheet, your accountant, or your own records. The export respects your current date range, so you can pull a whole financial year or just one quarter. Each row contains the date, workplace, start time, end time, rate, rate type, gross, status and notes. The export is limited to 500 shifts and includes a truncation message when more match. Narrow the date range and export again to collect older records. This shifts-page CSV export is available on every plan.

The manual logging form starts with your profile payment and cancellation defaults and lets you change them before saving. Review the terms supplied with a workplace request separately. Invoice due dates use the payment terms stored on the shift. For several shifts on one invoice, the longest payment period applies. A cancelled self-invoiced shift may be eligible for a fee invoice. For working-day cancellation terms, Sessional counts Monday to Friday. Public holidays are not excluded. See cancellation terms and fees for the detail.