A powerful feature designed to make scheduling visits, easier, and more efficient. Roster Plans allow you to plan and preview changes to your roster in advance, giving you control and visibility over the scheduling process. Any potential issues will be flagged before the changes are applied, giving you an opportunity to rectify them.
What is a "Plan"?
A plan is a dedicated space to draft and manage future changes to your rosters. Instead of making live changes, you can now create a “plan” where you can schedule new visits, adjust existing visits, and allocate carers, all without immediately publishing the changes.
Plans can be accessed by multiple users at once to allow for collaboration or approval. A plan differs from the standard Roster screen in that any changes you schedule will persist between sessions; meaning you can start a plan one day, close CareLineLive, and come back to it the following day.
Key features
Plan ahead without limits: Create plans as far into the future as you need. There’s no restriction on how far ahead you can schedule, giving you the flexibility to plan long-term.
Collaborative planning: Multiple users can work on the same plan at the same time, allowing your team to collaborate more efficiently and ensuring everyone is on the same page.
Real-time validation: As you schedule changes, the plan will automatically validate them in real-time.
Bulk updates: Schedule changes to multiple bookings at once, speeding up the process of managing large rosters.
Queued actions: Nothing is published until you’re ready to apply the changes. You can schedule new bookings, changes to existing bookings, and deletions.
Creating a plan
In the Rostering section of the main navigation, select Plans. Click the + button in the top-right to start adding a new plan.
Give the plan a descriptive name, e.g. “July Roster - Region A”. This will help identify the contents of this plan to other users.
Select which team(s) this plan should apply to.
Select which clients should be included in the plan. Only clients from the selected team(s) can be selected.
Choose the default dates for the plan. This will control the dates that are visible when you open the plan, but will not restrict the dates of the bookings.
The plan page
Once you’ve created your plan, you’ll be taken to the plan grid.
Clients will be listed along the top and dates will be listed down the side.
To change which dates are currently visible, use the date selector in the top-right of the page.
Use the search button to search for a particular client.
Any changes that have been scheduled will be listed on the right-hand side.
Cells
Each cell in the grid will be coloured according to what is currently booked, or scheduled to happen on that day for the given client. An icon in the top-right of the cell may indicate whether there are any potential on that day.
Below are some examples of how cells may be displayed. You can always hover over a cell to see more information about it.
 | Ready: There are existing bookings on that date that meet all of the needs. i.e. scheduled visits have been created and expected number of carers have been allocated. |
 | More carers required: Bookings have been created, but not all expected carer slots have been allocated yet. |
 | Partially unbooked: There are visits in the client’s schedule that haven’t been generated yet. |
 | Unbooked: The client has scheduled visits, but none have been generated yet. |
 | Inactive client: The client’s service contract is inactive on this date. |
 | Suspended: The client has been suspended on this day |
 | Empty: Nothing is expected to happen on this day |
  | Changes scheduled: Any days that have had changes scheduled will have an indicator in the top-right of the cell |
Making changes
Generating bookings
Plans can work with bookings that have already been generated, or with bookings that being generated as part of the plan.
By generating bookings as part of a plan, you have the opportunity to preview the bookings and make any necessary adjustments, such as allocating carers or assigning to a round.
Days that have bookings that need to be generated are indicated by one of the two following cells:
 | Partially unbooked: There are visits in the client’s schedule that haven’t been generated yet. |
 | Unbooked: The client has scheduled visits, but none have been generated yet. |
You have a few different options to generate bookings for that day:
Via the day timeline: Double-click the cell, then click the unbooked visits from the timeline on the left. A dialog will appear confirming the details before queueing for generation.
Cell context menu: Right-click the cell and choose Create Bookings. Ensure the bookings you want to generate are selected and click Queue.
Bulk generation: Select each cell you want to create bookings for and open the Actions button from the bottom-right of the page. Click Create Bookings.
Tip: Double-click a client’s name in the top row to select all days for that client. Hold the shift key to select all days between a previously selected client and a new one.
ℹ️ Any bookings that are generated through a plan aren’t created until the plan has been applied
Changing a booking
To change an individual booking, double-click on the day it occurs and select the booking from the timeline.
Change any of the attributes that you wish to modify, however note that not all attributes can be modified using plans.
You are able to modify the following attributes:
Start time
Duration
Booking type
Service contract
Expected number of carers
Allocate/unallocate carers
Carer contract for the booking
When you change an attribute, the action is automatically queued. To the right hand side of the window you will see the actions that have been queued for that booking. Any attributes that have been modified as part of the plan will be highlighted in blue.
Clicking on an action will show a menu that allows you to undo it.
Validation errors will also be shown on the right hand side:
Bulk changes
It’s also possible to queue changes to multiple bookings at once using the Bulk Update integration.
You can only make changes to bookings that have been created; this excludes any bookings that are queued for creation as part of the plan.
You can bulk change bookings in one of two ways:
Via the day timeline: Double-click the cell, then click the actions button in the top-right.
Cell context menu: Right-click the day you wish to make changes for and select Bulk Update.
Resetting changes
If you’ve decided you want to undo one or more actions that have been queued, there are a few different options.
Removing individual changes
If there’s only a single change you want to undo, click the action wherever it is listed and click Undo.
Reset the plan
This will remove all queued actions from the plan, so only use this option if you’re sure that you don’t want to keep anything.
Click the three-dot button in the top-right of the plan page, then Reset. You’ll be asked to confirm the name of the plan and your own password before resetting.
Validation and errors
As you make changes to the plan, the system will check for any potential errors in the background. This will flag any issues early on so you can rectify them before applying the changes.
Errors will be shown in the following locations:
In the summary on the right-hand side of the plan page
When viewing a day or booking
Applying a plan
Once you’re happy with all of the changes you’ve made and there are no errors being reported, you’re now ready to apply the changes.
Click the Apply changes button at the bottom of the plan page. The system will perform a final check for any errors and give you an opportunity to remove any actions that are causing issues.
If no errors are reported, click Apply changes to publish all of the changes.
Applying can take a few minutes if your plan has a lot of changes queued.
Audit
Every action performed within a plan is tracked as part of CareLineLive’s system audit. You can view the audit by clicking the three-dot menu in the top-right of the plan page, and then selecting Audit.
The audit will show when any changes to the plan were made and who by.