How To Add an Externally Booked Shift for Payment

You’ll need permission to create shifts and approve payments.
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Have the shift details ready (date, start/end time, hourly rate, location, locum name, source).
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Use Dates, Location, Job Types, and Labels to find the correct day.
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In the Open Shifts row for the chosen date, hover over the + icon and click Add Shift.
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In Shift Details, enter the key info (e.g., Position, Hourly Rate, Start Time, End Time).

Open the Assign Person tab.
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Set Employment Status to Locum.
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Search People to select the locum.
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Set Candidate Source: Direct, Agency, or Locate a Locum.

Click Create & Publish (bottom-right).
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In Rota, click the shift you just created to open the modal.
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Select the Payment tab (top-left of the modal).

Under Pending Payments, click Approve (or Approve all) to move items to Approved Payments.

Double-check rate and times before publishing—payment approvals use these values.
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If there are expenses, add them before approving payment
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Can’t see “Add Shift”: Make sure you’re hovering the + in the Open Shifts row and you have permission to create shifts.
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Locum not found in Search People: Confirm the locum exists in your directory and is eligible for the role.
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Payment tab is missing: Ensure the shift is Published and assigned to a locum.
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Need help? Click the chat button in the bottom-right corner of the screen to message our support team.