Your First Shift

This guide walks you through the core workflow in ReliefBooks: adding a facility, logging a shift, creating an invoice, and recording a payment. By the end, you'll have a complete picture of how the pieces fit together.

Step 1: Add a facility

Before you can log a shift, you need at least one facility in the system.

1. Go to the Facilities page from the sidebar.
2. Click Add Facility.
3. Fill in the facility name, address, and a contact person (the person you'll send invoices to).
4. Click Save.

You can always come back and add more details later -- notes, additional contacts, or default rate cards.

Step 2: Set up a rate card (optional but recommended)

Rate cards define how you bill for your work. Setting one up now saves you time every time you log a shift.

1. Go to Templates in the sidebar.
2. Open the Rate Cards tab and click Add Rate Card.
3. Give it a name (e.g., "Standard Day Rate" or "Weekend Hourly").
4. Add your rate items -- hourly rates, flat fees, or other charges.
5. Click Save.

You can create multiple rate cards for different situations -- one for weekday shifts, another for weekends or holidays, and so on.

Step 3: Log your first shift

1. Go to Schedule in the sidebar.
2. Click Add Shift.
3. Select the facility you just created.
4. Set the date and start/end times.
5. Assign a rate card (or enter the rate manually).
6. Add any notes if needed, then click Save.

Your shift now appears on your schedule calendar. You can click it anytime to view or edit the details.

Step 4: Create an invoice

Once a shift is complete, you can turn it into an invoice.

1. Go to Invoices in the sidebar. You'll see an Unbilled Shifts section showing shifts that haven't been invoiced yet.
2. Select the shift (or shifts) you want to invoice and click Create Invoice.
3. Review the invoice -- the line items, amounts, and facility details are pulled from your shift and rate card automatically.
4. Make any adjustments if needed (add a travel fee, adjust hours, etc.).
5. Click Finalize to lock the invoice.

Step 5: Send the invoice

1. From the finalized invoice, click Send.
2. ReliefBooks will email a professional PDF invoice to the facility contact.
3. The invoice status changes to Sent, and you can track it from the Invoices page.

Step 6: Record a payment

When the facility pays you:

1. Go to Payments in the sidebar and click Record Payment.
2. Enter the amount, date, and payment method.
3. Allocate the payment to the invoice it covers.
4. Click Save.

The invoice status updates to Paid, and the payment appears in your financial summaries.

What to set up next

You've completed the core workflow. Here are a few more things to configure when you're ready:

• Expenses -- Start logging business costs like mileage, supplies, and continuing education. See Expenses.
• Credentials -- Upload your licenses, certifications, and insurance documents so ReliefBooks can warn you before they expire. See Credentials.
• Agencies / Booking Sources -- If you get shifts through staffing agencies or marketplaces, add them so you can track which source each shift comes from. See Agencies.
• Settings -- Customize terminology, set your home address for mileage calculations, and configure your profile. See Settings.