Restrict or allow Care recording in previous shifts

Communities can control whether staff are allowed to record or edit care for previous days’ shifts. This is managed using the Allow Care Recording in Previous Shifts setting and staff security role permissions. This guide explains how care recording works across shifts and how to enable or restrict editing for previous shifts.

Contact your Account Manager for assistance with updating security role permissions or Care Settings.

Default Care Recording Capabilities

By default, staff can record care in the below shifts without special permissions or settings enabled:

• Current shift

• Next (future) shift

• The shift immediately before the current shift

This allows caregivers to complete documentation for the shift that just ended if needed.

Example:

If the current shift is Evening (3:00 PM – 10:59 PM):

When Care Recording is Restricted

Care recording becomes restricted when staff attempt to access historical dates (yesterday or earlier). Staff cannot record or edit care on previous dates unless one of the following is true:

• The staff member has the specific 'View and Record All Care' security role permission
  OR
• The community enables the Allow Care Recording in Previous Shifts setting in Care Settings.

When neither is enabled, historical care records can only be viewed, not edited.

Overnight Shifts

Overnight shifts that cross midnight are handled automatically.

For example, if a caregiver logs in at 2:00 AM for a Night Shift (11:00 PM – 6:59 AM):

• The Night shift (current) can be recorded
• The Evening shift (previous) can still be recorded
• The Day shift (next) can be recorded

Although the schedule date may display as yesterday, staff can still record care in the current and previous shifts.

How to allow Recording Care for historical dates

If your community wants any staff role to record or update care from yesterday or earlier regardless of security role permissions, you can enable the specialty Care setting:

1. Navigate to Care Settings > General tab.
2. Under Care Planning Options, locate the setting Allow Care Recording in Previous Shifts.
3. Toggle the setting Enabled.

Once enabled, staff can record care for historical dates, even if they do not have the security role permission.

Restrict Editing of Previous Care Data

If you want to prevent staff from editing care records from previous days, disable the Allow Care Recording in Previous Shifts Care setting.

When the setting is disabled, staff can still record care for:

• Current shift

• Next shift

• The shift immediately before the current one

Caregivers cannot record or edit care for previous dates unless they have the specific 'View and Record All Care' security role permission.

Summary of Care Recording Permissions