Understanding the Difference Between Recurring Shifts and Custom Shifts

When managing caseworker availability, administrators can create Shifts (Recurring Shifts) or Custom Shifts. While both are used to define when caseworkers are available, they serve different purposes depending on whether the schedule is predictable or specific to certain dates.

Using the appropriate shift type helps keep schedules organized, easier to manage, and more scalable.

Recurring Shifts

Recurring shifts are designed to be repeatable and reusable schedules. They are ideal for caseworkers who follow predictable weekly patterns.

Administrators create these shifts once and can apply them to multiple caseworkers.

Key Characteristics

• Reusable across multiple caseworkers

• Based on days of the week (for example, Monday–Friday)

• Can be edited and automatically update for all caseworkers using the shift

• Stored in the Shift library.

• Only Provider Admins can create recurring shifts

Where to Find Recurring Shifts

Recurring shifts are managed from the Shift library.

To access them:

1. Go to the Caseworkers tab

2. Click the Shifts button in the top right corner

This page displays all recurring shifts that have been created. From here, administrators can create, edit, and manage reusable shifts.

Example

A shift called “Weekday Mornings” that runs:

• Monday – Friday

• 9:00 AM – 1:00 PM

If the schedule later changes (for example, adding Saturday hours), the shift can be updated once and the changes will apply to all caseworkers assigned to that shift.

Custom Shifts

Custom shifts are designed for one-time or date-specific availability. They are created directly within a caseworker’s availability and are not intended to be reused.

These shifts are best used when availability does not follow a predictable weekly schedule.

Key Characteristics

• Created for specific dates

• Designed for unique or one-off schedules

• Not stored in the shift library

• Cannot be reused across multiple caseworkers

• Cannot be edited 

Where to Find Custom Shifts

Custom shifts are created within an individual caseworker’s availability settings.

To create a custom shift:

1. Go to the Caseworkers tab

2. Select a caseworker

3. Click Edit

4. Navigate to Step 2 of the caseworker setup flow (Availability)

5. Within an availability block, you will see the option to create a custom shift

Because custom shifts are tied to specific dates for a specific caseworker, they are only accessible within that caseworker’s availability settings.

Example

A caseworker is available:

• March 10 from 2:00 PM – 6:00 PM

• March 15 from 10:00 AM – 12:00 PM

Since these dates are unique and do not repeat weekly, a custom shift is the appropriate option.