Trying to post a shift with a past date? Groove doesn't allow posting or direct booking shifts for dates that have already passed. This is expected. To add a shift that already happened, use Log Off-Platform Shift on the Billing & Payments page.
WHICH OPTION SHOULD I USE?
The shift already happened and was booked on Groove (through a posted shift or a direct booking): it's already waiting for you on the Finalize & Pay page. Do not log it again, as that creates a duplicate record. See How to Pay for a Completed Shift.
The shift already happened and was never booked on Groove: use Log Off-Platform Shift (steps below).
You posted the shift on Groove, but it was filled another way: an open shift that nobody was booked for expires automatically once its start time passes, so you don't need to cancel it. Use Log Off-Platform Shift to record the shift and payment.
The shift is today: if you already know who is working it, you can still direct book it, even if it has already started. If you'd rather wait, you can log it as an off-platform shift once it's over.
The shift is in the future: use Direct Booking if you've already found someone, or post the shift so connected Groovers and agency partners can apply.
Tip: booking an upcoming shift with someone who isn't on Groove yet? Invite them to your practice first, then direct book them. If they don't join before the shift, log it as an off-platform shift after it's done.
HOW TO LOG AN OFF-PLATFORM SHIFT
Click Billing & Payments in the lefthand menu, then open the Shift Payments tab.
Click the Log Off-Platform Shift button.
Fill in the shift details (see below).
Choose how the relief professional is being paid (see Choosing How to Pay).
Shift details
Practice and Location (required): where the shift was worked.
Groover (required): select the Groover, or choose Enter name manually if the relief professional isn't on Groove. Note, only Groovers with their bank accounts connected can be paid on Groove - you can send them instructions on how to do this.
Worker Classification (required): whether the relief professional is W2 or 1099. For Groovers on Groove, you can find this on their Groover profile.
Shift Date (required), Start and End: when the shift took place.
Case Mix and Source (optional): the types of cases seen and where the shift was booked.
Total Revenue (required): total revenue from appointments during the shift, usually available in your practice management system.
Total Shift Pay (required): for 1099 relief professionals, enter the total amount paid. For W2, enter the day rate or fixed rate.
Additional Pay (optional): any bonus or adjustment you already know about, such as a production bonus.
Additional Pay or Other Payments? If you already know about a bonus or adjustment, enter it in Additional Pay here so it stays attached to the shift. Only use Other Payments for extra pay that comes up after you've logged the shift, such as a production bonus calculated later or a reimbursement submitted afterwards.
CHOOSING HOW TO PAY
W2: Finalize & Pay Offline. They are paid through your payroll. Groove keeps a record of the shift and marks it as paid offline.
1099: Finalize & Pay Now. The payment is sent directly on Groove. The Groover must have their bank account connected, and your practice needs a payment method added.
Agency partners: this depends on the agency's preference, and most agencies prefer to be paid offline. Check with the agency if you're unsure.
AFTER YOU LOG IT
All payments (whether booked on Groove of added from logging an off-platform shift) are listed in the Shift Payments tab of your Billing & Payments page, and are included when you export to CSV for payroll.
Off-platform shifts do not appear on your Relief Shifts page, and they are not included in the analytics on the Performance page.
