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How To Add an Externally Booked Shift for Payment

Use this guide to add a shift that was arranged outside Locate a Locum and approve it for payment. Structured to match your Fin-optimised Help Centre template.

Sarah Murray avatar
Written by Sarah Murray
Updated over 2 weeks ago

Before you start

  • You’ll need permission to create shifts and approve payments.

  • Have the shift details ready (date, start/end time, hourly rate, location, locum name, source).

Steps

  1. Open the Rota

    • From the main navigation, go to Rota.

2. Filter the view (optional)

  • Use Dates, Location, Job Types, and Labels to find the correct day.

3. Create the shift

  • In the Open Shifts row for the chosen date, hover over the + icon and click Add Shift.

  • In Shift Details, enter the key info (e.g., Position, Hourly Rate, Start Time, End Time).

4. Assign the locum

  • Open the Assign Person tab.

  • Set Employment Status to Locum.

  • Search People to select the locum.

  • Set Candidate Source: Direct, Agency, or Locate a Locum.

5. Create and publish

  • Click Create & Publish (bottom-right).

6. Approve payment

  • In Rota, click the shift you just created to open the modal.

  • Select the Payment tab (top-left of the modal).

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

Tips

  • Double-check rate and times before publishing—payment approvals use these values.

  • If there are expenses, add them before approving payment

Troubleshooting

  • Can’t see “Add Shift”: Make sure you’re hovering the + in the Open Shifts row and you have permission to create shifts.

  • Locum not found in Search People: Confirm the locum exists in your directory and is eligible for the role.

  • Payment tab is missing: Ensure the shift is Published and assigned to a locum.

  • Need help? Click the chat button in the bottom-right corner of the screen to message our support team.

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