Click the yellow [+] button in the top-right corner of the screen.

The form will open with a teal header displaying "Create Work Allocation".

Client Selection:

• Click the "Client Selection" dropdown
• Search by client name
• Click to select client
• Selected client displays with green checkmark

Carer Selection:

• Click the "Carer Selection" dropdown
• Search by name or email
• Click to select carer
• Selected carer displays with green checkmark

After client selection, rate card groups load automatically.

• Click to select appropriate rate card group
• Selected group highlights with teal border and checkmark
• Required: Must select before proceeding

• Start Date: Click calendar icon or type DD/MM/YYYY
• End Date: Click calendar icon or type DD/MM/YYYY
• Start Time: Select from time picker (default 09:00)
• End Time: Select from time picker (default 17:00)
• Status: Leave as "NEW" (default)

Repeat Allocation: Toggle ON for recurring shifts

• Select frequency (Daily, Weekly, Monthly)
• Set "Repeat Until" date
• System shows total allocations that will be created

Sleep Over Shift: Toggle ON for overnight shifts

Enter any special instructions or comments in the notes field.

Notes will appear in allocation details for reference.

Click the teal "Create Allocation" button.

• System validates all required fields
• Success message displays
• Returns to allocation list

Follow steps 1-3 from Standard Allocation:

• Access creation form
• Select client
• Select rate card group

In Carer Selection: Select "Department" option

• Choose department from dropdown
• Selected department displays with building icon

Configure dates, times, and optional settings as normal.

Click "Create Allocation" button to save.

Follow steps 1-4 from Standard Allocation:

• Access form and select client
• Select carer
• Select rate card group
• Configure initial schedule

Toggle "Repeat Allocation" to ON.

Form expands to show repeat options.

Frequency Options:

• Daily: Creates allocation every day
• Weekly: Creates allocation same day each week
• Monthly: Creates allocation same day each month

Repeat Until Date:

• Select end date for repeat cycle
• System calculates total allocations

System displays: "This will create X allocations"

Verify count is correct before proceeding.

Click "Create Allocation" button.

• System creates all allocations in batch
• Progress indicator shows: "Creating X of Y allocations..."
• Success message confirms total created

Follow steps 1-3 from Standard Allocation.

• Start Date: First day of allocation
• End Date: Last day of allocation

Example: Start 01/01/2025, End 03/01/2025

• Start Time: When shift begins on first day
• End Time: When shift ends on last day

System calculates total hours across all days.

System shows:

• "Duration: 3 day(s)" (example)
• "Total: 56 hours" (example)

Complete creation as normal.

You can access details in three ways:

• Click client name (blue underlined text), OR
• Click action menu (⋮) → "View Details", OR
• Click "View Details" button

The details modal displays:

• Client Information: Name, ID
• Employee Information: Name, ID
• Schedule Information: Start/end dates, times
• Status Badge: Current status with color coding
• Total Duration: Calculated hours and days
• Scheduled Days: Day-of-week badges
• Additional Notes: Any special instructions
• System Information: Created date, last updated

Close the modal by:

• Click "Close" button, OR
• Click outside modal, OR
• Press ESC key

1. Click employee name in table
2. Dropdown opens with search
3. Type to filter carers
4. Click new carer to select
5. System updates immediately
6. Dropdown closes automatically

1. Click status badge
2. Dropdown shows status options
3. Click new status
4. System updates immediately
5. Badge color changes to reflect new status

Click action menu (⋮) → "Edit Allocation"

Edit modal opens with teal header.

• Client: Read-only
• Employee: Read-only
• Current schedule details: Editable

Assignment Period:

• Start Date (date picker)
• End Date (date picker)

Scheduled Days & Times:

• Each day shows day of week badge
• Start Time (time picker)
• End Time (time picker)
• System validates times real-time

Status:

• Dropdown: NEW, Scheduled, Completed, Cancelled, Accepted, Rejected

Notes:

• Free text area for comments

• Red border indicates errors
• Error messages display below invalid fields
• Duration calculates automatically
• Total hours updates in real-time

Click teal "Update Allocation" button.

• System validates all fields
• Loading indicator during save
• Success message confirms update
• Modal closes automatically
• Table refreshes to show changes

Click "Cancel" button to discard changes and close modal.

Click action menu (⋮) → "Delete Allocation"

Confirmation modal appears.

Modal displays:

• Client name
• Carer name
• Start date
• Current status
• Warning: "This action cannot be undone"

Click red "Delete Allocation" button.

• Loading indicator: "Deleting..."
• System processes deletion
• Success message displays
• Modal closes
• Table refreshes (allocation removed)

Click "Cancel" button to close modal without deleting.

1. Edit allocation (see Edit Allocations)
2. Change status to "Cancelled" or "Rejected"
3. Save changes
4. Now delete following standard steps

Use checkbox selection methods:

• Method 1: Check individual checkboxes
• Method 2: Check header checkbox for all visible
• Method 3: Click "NEW" button to select all NEW status

Selection banner appears showing count.

Green button with checkmark icon shows selected count.

Email configuration modal opens.

Email Modal Header: "📧 Publish"

• Shows total allocation count
• Close button (X) in top-right

Email Notification Checkbox:

• ☐ "Send Email Notification"
• Description: "Notify clients via email about their scheduled care service"
• Note: "(Only NDIS clients with email addresses will receive notifications)"

Loading indicator: "Loading email options..."

Email Selection Interface:

• Lists each client with available emails
• Radio button options per client:
  • 📧 Primary Email
  • 🚨 Emergency Contact
  • 👤 Guardian
• Email addresses shown
• Default selection: Primary email

Review selections, then click circular green confirm button (bottom-right).

System processes:

• Changes status to SCHEDULED
• Sends emails (if selected)
• Shows progress: "Creating X of Y..."

Toast notification displays:

• "Successfully changed X allocation(s) to SCHEDULED"
• If emails sent: "📧 X email notification(s) sent"

Selections cleared, table refreshes.

Check boxes for allocations to delete.

• Can select across different statuses
• Selection count displays in banner

Red button with trash icon shows selected count.

Confirmation modal appears.

Modal displays:

• Lists total count
• Warning: Operation cannot be undone
• Note: Protected allocations (ACCEPTED/COMPLETED) may fail

Click red "Delete" button.

• Progress indicator shows
• System processes each deletion

Toast notifications display:

• Success: "Successfully deleted X allocation(s)"
• If failures: "Failed to delete X allocation(s)"

Table refreshes, selections cleared.

Click the teal calendar button in the top-right corner of the Work Allocations tab.

The calendar view opens with a 7-day week layout (Sunday - Saturday).

Week Controls:

• ← Previous Week: Go back 7 days
• Today: Jump to current week
• Next Week →: Go forward 7 days
• Current Month/Year: Displays at top

View Toggle:

• Show All / Allocated Only: Filter employee rows
• Shows count: "Showing X rows with allocations"

Left Column: Employee/Department names with color dot

7 Columns: Days of the week

Rows: Each employee/department

Allocation Blocks:

• Color: Client-specific color (consistent across calendar)
• Content: Client name (bold), Time range (HH:MM - HH:MM)
• Multi-day indicator: ▶ Start (first day), ▬ Multi (middle days), ⏹ End (last day)
• Sleep icon: 🌙 (if sleepover shift)

1. Hover over empty cell (shows + icon)
2. Click cell to open quick create modal
3. Modal pre-fills employee name and date
4. Select client and rate card group
5. Adjust dates/times if needed
6. Click "Create Employee Allocation"

Enable Multi-Select:

1. Click "Multi-Select" toggle (top-right)
2. Button turns teal: "Multi-Select ON"
3. Selected cell counter appears

Select Cells:

1. Click and drag across cells for one employee
2. Cells highlight in teal
3. Can only select within same employee row
4. Counter updates: "X selected"

Configure Batch:

1. Quick create modal opens with selected dates
2. Shows "Selected Dates" section with day chips
3. Single client/rate card applies to all
4. Same times for all days
5. Click "Create X Allocations"

Create allocation without pre-selecting employee:

1. Click "Add Row" button at bottom of calendar
2. Selection modal opens with two sections:
   • Employees (with user icons)
   • Departments (with building icons)
3. Click employee or department name
4. Modal closes, quick create opens
5. Complete as normal

Click "Job Board" tab in main navigation.

Who Sees What:

• Employees: Only their own department's allocations
• Managers: Department filter available
• Admins: All departments with filter

Available Filters:

• Client: Search by client name
• Employee: Search by carer name
• Department: Select from dropdown (if permissions allow)
• Status: All, NEW, Scheduled, Accepted, Rejected, Completed
• Date Range: Dropdown options
  • Last 6 Months
  • Last 3 Months
  • Current Year
  • Last Year
  • Last 5 Years
  • Custom Range (with date pickers)

Click "Search" button to apply filters.

Columns:

• Client name
• Employee name
• Start Date & Time
• End Date & Time
• Status (badge)
• Scheduled Days
• Created date
• Actions

Color Coding:

• Each employee has unique color dot
• Consistent throughout table
• Legend at bottom shows employee colors

Automatic Filtering:

• System detects employee ID from login
• Only shows allocations from employee's department
• Department filter is locked/fixed
• Cannot see other departments

Restrictions:

• Cannot create allocations
• Cannot edit allocations
• Cannot delete allocations
• Can only accept/reject SCHEDULED work

• Status shows yellow "Scheduled" badge
• Actions column shows "Accept" and "Reject" buttons
• Only SCHEDULED allocations can be accepted

Click green "Accept" button.

Confirmation modal opens: "Accept Work Allocation"

Modal shows allocation details:

• Client name
• Current carer
• Date range

Option 1: Accept Only

• Keep current carer
• Just update status to ACCEPTED
• Disabled if no carer assigned

Option 2: Accept & Assign to Me

• Assigns work to you (logged-in employee)
• Changes status to ACCEPTED
• Requires valid employee ID

Click chosen option button.

• Processing indicator shows
• Success toast: "Work allocation accepted successfully!"
• Status badge changes to green "Accepted"
• Table refreshes

Click "Cancel" button to close modal without accepting.

No changes made to allocation.

• Status shows yellow "Scheduled" or green "Accepted" badge
• Actions column shows "Reject" button
• Can reject even after accepting

Click red "Reject" button.

Confirmation dialog appears (browser default).

Message: "Are you sure?"

Click "OK" to confirm rejection.

• Loading indicator shows
• Status changes to red "Rejected" badge
• Success toast: "Work allocation rejected successfully!"
• Table refreshes

Click "Cancel" in confirmation dialog.

No changes made to allocation.

Purpose:

• Notify clients when care shifts are scheduled
• Provide service details
• Enable communication workflow

Trigger Points:

• Bulk publish NEW → SCHEDULED
• Individual status change (if enabled)

Supported Client Types:

• NDIS: Full email support
• CHSP: No email support (system limitation)

Primary Email:

• Client's main email address
• Default selection in system
• Field: client.email

Emergency Contact:

• Designated emergency contact email
• Secondary option
• Field: client.emergencyContactEmail

Guardian Email:

• Legal guardian or representative
• Third option
• Field: client.guardianEmail

Subject Line:

Care Service Scheduled - [Client Name]

Body Content:

• Header: Service details
• Client Information: Client name, Service type (NDIS)
• Scheduling Details: Carer name, Start/end dates and times, Duration
• Service Information: Days scheduled, Shift times per day, Special notes
• Footer: Contact information, Organization details

Before Sending:

• ✓ Verify email selections are appropriate
• ✓ Check for CHSP allocations (won't receive emails)
• ✓ Confirm dates and times are correct
• ✓ Review client preferences
• ✓ Consider timing of emails (avoid late night)

Email Selection Guidelines:

• Primary Email: Use for routine notifications
• Emergency Contact: Use for urgent changes
• Guardian Email: Use for dependents/minors

Backend Storage: UTC timezone (all dates/times)

Frontend Display: Converted to selected timezone

User Selection: Persistent via localStorage

Default Behavior:

• First visit: Detects browser timezone
• Falls back to Australia timezone if detection fails
• Saved selection persists across sessions

1. Click timezone selector in system settings
2. Dropdown shows common timezones
3. Search or scroll to find timezone
4. Click to select
5. System saves to localStorage
6. All displayed times update immediately

What Gets Converted:

• Start date & time
• End date & time
• Shift times (shiftStartTime, shiftEndTime)
• Display shows: "[Original Time] ([Timezone])"

What Stays the Same:

• Allocation IDs
• Client names
• Employee names
• Status values
• Notes content

Important: System sends times to backend in selected timezone

Process:

1. User creates allocation in their timezone
2. Backend receives times with timezone metadata
3. Stores with timezone information
4. UTC conversion happens server-side
5. Other users see times in their selected timezone

Critical Rule: Always use original backend data when updating

How It Works:

1. User views allocation in their timezone
2. User clicks edit
3. System fetches original allocation data (not converted)
4. Edit form shows times in original timezone
5. User updates fields
6. System sends original times + timezone to backend
7. Backend preserves timezone integrity

1. Click "Performance" tab in main navigation
2. Dashboard loads with current data
3. Metrics calculate based on active filters

Data Source:

• Uses same filtered allocations as Work Allocations tab
• Respects date range selection
• Updates when filters change

Card 1: Total Allocations

• Icon: Clipboard (teal background)
• Value: Count of all allocations in filtered range
• Purpose: Quick overview of workload volume

Card 2: Total Hours

• Icon: Clock (blue background)
• Value: Sum of all allocation hours
• Purpose: Resource capacity planning

Card 3: Avg Hours/Allocation

• Icon: Bar chart (green background)
• Value: Average hours per allocation
• Calculation: Total Hours ÷ Total Allocations

Card 4: Active Employees

• Icon: People (purple background)
• Value: Count of unique employees with allocations

Purpose: Visualize allocation distribution by status

Display:

• Horizontal progress bars
• Each status shows count and percentage
• Colored progress bar
• Clickable status name

Color Coding:

• Scheduled: Blue
• Accepted: Green
• Completed: Gray
• Cancelled: Red
• Rejected: Yellow
• NEW: Purple

Interactive Feature:

• Click status name to filter Job Board
• Example: Click "Scheduled (15, 45%)"
• System navigates to Job Board tab
• Auto-applies status filter

Purpose: Identify busiest carers

Display:

• Shows top 5 employees by allocation count
• Each employee row shows name, count, total hours
• Colored progress bar (employee's unique color)
• Bar width represents relative workload

Usage:

• Identify overworked employees
• Balance workload distribution
• Recognize high performers

Purpose: Show most active clients

Display:

• Top 10 clients by allocation count
• Grid layout (2 columns on desktop)
• Each client shows name, count, colored progress bar
• Unique color per client

Use Cases:

• High-value client identification
• Service frequency analysis
• Resource allocation priority