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iShapps · Agency admins and Organisation Admins

Adding a facility

A step-by-step setup for a site: its address (where workers clock in), who gets booking and invoice emails, an optional portal login, and its own contacts.

  • HR / admin presses a button
  • iShapps does it automatically
  1. Organisation
    Its page, or the org setup
    Add facility
  2. Facility
    Step 1 · Details & address
    CreateFinds location
  3. Contacts & invoicing
    Step 2 · Optional
    Finish
  4. Ready
    Book its shifts
The address is the clock-in point
Workers can only start a shift within the set distance of the facility (1 km by default), so pick the address from the suggestions.
The state sets the time zone
Shift times at a facility are in its state's time zone, wherever your office is.

Facility logins

Facility portal

  • Facility login (shared): book and view shifts, see who's coming, invoices, reviews, documents, and add its own admins.
  • Facility Admin (per person, one or more facilities): the same, without user management or documents.
  • Statuses and configuration stay with your agency.

Emails

Who hears what

  • The rostering contact hears when a shift is accepted, assigned or cancelled. Your agency's activity addresses are copied in.
  • "Shift broadcast" emails go to your agency only.
  • Without a login or a rostering contact, the facility receives no booking emails.

How to

Set up a facility

Service RecipientsOrganisationsorganisationFacilitiesAdd facility

  1. 1Or press Add a facility now at the end of the organisation setup.
  2. 2Facility: enter the name, the Rostering contact email (booking, cancellation and other shift emails go here) and, if this site's invoices go somewhere else, its Accounts email. Type the Address and choose it from the suggestions: suburb, post code, state and map location fill in for you. Optionally switch on a portal login. Press Create & continue.
  3. 3Contacts & invoicing: the rostering contact's name and phone, a purchase order number, invoice footer notes and site access notes. Anything left empty uses the organisation's. Save, or Skip for now.
  4. 4Done: Add another facility, open this one, or finish.

Change it later

Service RecipientsOrganisationsorganisationfacilityConfiguration

  1. 1Contacts, invoicing and notification settings are on the facility's Configuration tab. Empty fields show the organisation's value.

Add a participant

Service RecipientsParticipantsAdd participant

  1. 1Participants are the people your agency cares for (e.g. NDIS, Aged Care, DVA or private). They need the Participants module: ask iShapps to switch it on.
  2. 2Choose an organisation only if they're booked through one; most participants don't need one.
  3. 3Enter their name, contact details and full address (it's their clock-in point).
  4. 4New participants start as draft. Activate them before booking: shifts can only be booked for active participants.

If something goes wrong

A worker can't start their shift: "You are X km from the shift location"

They're further than the allowed distance from the facility's address. Check the address on the facility's Overview; if it's wrong, edit it and pick the right suggestion.

"Unable to verify your location for this shift"

The facility has no map location (the address wasn't picked from the suggestions), or the worker's phone isn't sharing its location.

"Recipient state time zone not found"

The facility or participant has no address or state. Edit it and choose the address from the suggestions.

Related guides

Adding an organisation

A step-by-step setup: the organisation and its optional login, where its invoices go, how its facilities are notified, then its first facility.

Creating a shift

Book a shift, choose who hears about it, and follow it from accepted to approved, including what iShapps does on its own along the way.

Last checked against iShapps on 2026-11-06.