How to manage your bookings - for Workers

In this article:

In this article you’ll find information on how to: 

• Accept booking requests
• Submit bookings
• Cancel bookings

Booking requests

Once you’ve connected with a client and agreed to a shift, the client will create a booking request with all the details. Once they’ve done this you’ll be notified that you have a new booking request for you to accept. Here’s how to accept (or decline) on the web platform, or iOS and Android apps: 

Bookings on the Android and iOS app are separated by status; new requests, confirmed, ready to submit, waiting for approval, next pay and paid. 

Bookings on the web app are separated into Booking requests and Unapproved bookings.

1. Navigate to the booking via the ‘Bookings’ screen in the main menu or the 'Booking management' section of the Dashboard on web.
2. View and read the client’s support plan. You will also need to confirm you have read the client’s support plan. If you’ve already worked with the client before, you won’t see this again. You may also need to confirm you have read the Individual Flexibility Agreement (IFA) Agreement or Provider Agreement, if needed, or complete mandatory support worker training. 
3. Select 'Accept' or 'Confirm' to accept the booking request, or
4. 'Decline' to reject the booking.

Should any of the details be different from what you’ve agreed to, or should something change, only your client can edit the booking. Once accepted, the booking will appear on your dashboard and in your bookings. Your client will also receive an email whether you accept or decline.

Submitting bookings

After you’ve completed your shift, you’ll need to submit the booking. This is when you’ll submit your hours, any vehicle allowance, and your shift notes. Here’s how to do this on the web platform, or iOS and Android apps: 

1. Navigate to the booking via the ‘Bookings’ screen in the main menu or the 'Booking management' section of the Dashboard on web.
2. Select ‘Review and submit’.
3. Review booking start time and finish times. If your hours were different than the original booking (for example, your client asked you to start earlier or you had to stay longer), you can edit these times. Please note that you will not be able to edit these hours to a different date from the original booking, if this is the case the booking will need to be cancelled and recreated with the correct date.
4. If transport support was provided during this booking, select ‘I need to claim Vehicle Allowance for this booking’, ‘Add vehicle allowance’ or ‘Add Vehicle Claim’ and enter to and from locations, and distance. 
5. You can 'Report an incident', ‘Report restrictive practice’ or 'Report a concern'. Complete the online Incident Form or Concern Form, if you need to report something that has occurred during the shift. Complete the online Restrictive Practices Form, if restrictive practices were used during the booking.
6. Add your shift notes to describe the support you provided and any activities you and the client did together. 
7. Submit the booking for approval.

Once submitted, your client will be notified to review and approve your submitted booking. Your client will need to approve in order for it to get processed to payroll. This needs to happen by Sunday midnight. If bookings are not approved by the Sunday before, the fortnightly payroll will be automatically pushed to the following fortnight’s payroll if they get approved.

Cancelling Bookings

If you need to cancel a booking, and it is before the scheduled time, here’s how to do this on the web platform, or iOS and Android apps: 

1. Ensure you and your client have agreed to the cancellation so there are no surprises.
2. Navigate to the booking via the ‘Bookings’ screen in the main menu.
3. Select 'Cancel booking' from the booking.
   1. If the booking is a repeat booking, you will need to confirm whether you want to cancel just this one booking, or all repeated bookings in the series from this date forward.
4. Enter a reason for the cancellation and proceed with the cancellation.
5. Ensure the affected Client has been notified immediately through phone or messages or an agreed form of communication channel. 

If you need to cancel after the booking time has started, or after you’ve submitted your hours, here’s how to do this on the web platform, or iOS and Android apps: 

1. Navigate to the booking via the ‘Bookings’ screen in the main menu or the 'Booking management' section of the Dashboard on web. 
2. Select 'Cancel booking' from the booking.
3. If the booking is a repeat booking, you will need to confirm whether you want to cancel just this individual booking, or all repeated bookings in the series from this date forward. 
4. Enter a reason for the cancellation and proceed with the cancellation. 
5. Ensure the affected Client has been notified immediately through phone or messages or an agreed form of communication channel.

Bookings that need to be cancelled post-approval will need to be managed by Hireup. Please contact our Community Support Team for assistance.

A client can cancel your booking up to 12 hours before the scheduled time, and you’ll be notified. If it is less than 12 hours, you are entitled to compensation and can refer to the Statement on Cancellations.