If you are using fixed rates in your contracts, you will find that when adding a new option set to begin from a future date, the new rate may not be reflected in the financials of future bookings that are scheduled to be completed after the designated start date. To address this, we have introduced the 'Check fixed rate configuration' tool.
To provide additional context, the system can only read the fixed rates associated with bookings that are valid on the current day. Therefore, if you were to add a new rate set to start in 7 days but created your bookings in bulk for the next 14 days, the second week will attempt to apply the currently valid rate, but it will fail since that fixed rate is not active for that date range, causing it to revert back to the default hourly rate.
There is a straightforward way to resolve this: generate your bookings as you usually would up to the end of the week your new option set begins. For instance, if your new option set is scheduled to start on April 1st, 2025, you would generate your bookings up to April 6th. You will need to repeat the following steps for both the Carer and the Client contracts if you are utilising fixed rates on both sides. Navigate to the relevant contracts page, click the three-dot kebab menu in the top right corner of the page, and select 'Check fixed rate configuration':
This will take you to a list view of any contracts that are found to have any misconfiguration issues relating to their fixed rates:
Clicking on the warning triangle at the end of the row for the relevant contract will open a pop-up window detailing which option sets have potential issues and which bookings the rates are assigned to. It will also suggest changes that need to be made to resolve these issues:
In the screenshot above, the highlighted message at the top of the window indicates which option set may have potential issues. If multiple fixed rates are detected, they will be listed in the suggestions area, allowing you to assign the necessary new rates one by one. After each adjustment, click the 'Apply Change' button. To view the affected bookings, click the '# bookings' link to the left, which shows how many bookings will be impacted (highlighted in the example: '5 bookings'). Once you have applied all changes, click 'Done' at the bottom of the window to complete the process.
Please note that this procedure only updates the bookings you have created in advance. If you create additional future bookings or have ad-hoc visits after the start date of the option set, you will need to repeat this process until the new option set begins.
If fixed rates are set in schedule entries, you will need to repeat this process on or after the option set's start date. You will notice that running the configuration tool after the start date will now also include schedule entries that require updates:
Once you complete the process, your bookings and schedules will be fully up to date.
If you do not need the updated financials until the start date of the option set, it is advisable to wait until that day to complete this process. This way, you can update all your rates at once.