What is an unscheduled shift?
Sometimes staff arrive for a shift that isn't on the rota yet — a last-minute call-in, covering a colleague at short notice, or a shift that simply hasn't been added yet. Unscheduled clock-ins let staff record their attendance in real time, even without
a pre-planned shift.
Before you start: You'll need a tablet at the location, and the feature needs to be switched on by your Florence admin. If it's not enabled yet, get in touch with us and we'll set it up.
Why this is useful
Without this feature, staff arriving for an unscheduled shift had no way to clock in through Florence - no audit trail and hours worked being miscalculated.
With unscheduled clock-ins enabled, staff can record their attendance in real time, and admins are immediately notified so they can take action.
N.B. A tablet is required for Unscheduled Shifts and you will need to ask a Florence admin to enable the feature.
Staff: How to clock in to an unscheduled shift
Access the Location clock-in tablet
Enter your name
You won't see a scheduled shift — but you can still start a clock-in by selecting Unscheduled shift
Confirm your worker type, unit, and location when prompted
Add the start time and expected end time of your shift
The tablet will prompt you to take a photo to verify your identity
Admins: What to do when you receive an unscheduled clock-in notification
When a staff member clocks into an unscheduled shift, Florence will send you an email notification straight away.
The email will include:
The worker's name
Their worker type
The unit and location
The clock-in and clock-out times
Once you've received the email, you'll need to:
Once you've got the notification email, here's what to do:
1. Check the times with the worker — confirm the actual start, end, and break.
2. Head to the Rota in Florence Web and find the right date and unit.
3. Create a new shift for that worker using the confirmed times.
4. The timesheet will then appear for you to review and approve as normal.