If a client has the same regular visit times, or a carer has a regular shift pattern, you can create a schedule for them to allow you to create bookings more easily.
ℹ️ Schedule entries are not the same as bookings. In order for this to appear on a carer's rota, a booking will need to be generated from the schedule entry.
Client schedule entries
To create a client's schedule entry, go to their record and click into the schedule tab. You then have two options to create the entry:
Click & drag on the day and time you wish to create for. Before clicking the green box that appears
Click the + button in the top right
You will then be presented with a menu with the following.
When
The first section is when you would like this entry to occur. You have the following options:
Week(s) - Choose which week you want this entry to occur in. See here for more information
Day(s) - Set the days you want this entry to occur on
Start time - The start time that the visit will be when generated
Duration - The planned duration of the visit
Finish - When the visit is expected to finish. This option cannot be edited and is purely to show the end of the visit based off of the start time and duration
ℹ️ If the click & drag option was used the start time and duration options will be preselected. You can still update them though, if needed!
Restrict times
The restrict times option allows you to set a time frame the generated booking can move within, an upper & lower threshold for the duration of the booking. By default you will be able to move the generated booking to any time and adjust the duration as needed.
ℹ️ This will not affect a carer checking in and out of a visit.
Create separate entries?
See here for more information.
Booking
In the booking section, you can add:
Booking type - Select which booking type should be used from the dropdown menu
Team(s) - Choose the teams that the generated booking will be part of. This can impact which carers can be assigned to the booking
Round - Assign the schedule entry to a round. See here for more information
Choose a service contract - Select which service contract will be used for the generated booking. This can impact both who is charged as well as how the booking is charged
Fixed rate - If the service contract contains a fixed rate, you can choose this to be applied to all bookings generated from the schedule entry
Address - Which address the booking will be at. This is only relevant if the client has multiple addresses that they will receive care at. This option uses the client's default address
ℹ️ You need to have both the booking type and the service contract set, to allow the bookings to generate. You will see a warning in the top right if you have not selected either of these.
Carers
Depending on the booking type chose, you can allocate one or more carers to the schedule entry. Whenever a booking is created from the schedule, it will automatically be allocated to the carers listed. If left blank the booking will create as unallocated.
When adding a carer, there are other options which can be chosen:
Contract - Choose which carer contract should be used for the booking, you can select to use a fixed rate here if applicable.
Billable/Payable - You can set the schedule entry to create a booking which is not billable and/or payable if needed.
Pay mileage - There are three options here for carer mileage:
Use contract default - Mileage is controlled by the contract
Override and pay mileage - Regardless of the contract settings, mileage will be calculated for paying.
Override and don't pay mileage - Regardless of the contract settings, mileage will not be calculated for paying.
Transport type - Override the carer's default transport type for the booking. This will be used for mileage rates and travel time.
Add payment - This can be used to include an addition or reduction onto the carer's rate
Additional
The following are grouped into the additional section:
Carer notes - For information more specific to the booking than the care package summary or rota comments. These will be shown on the overview tab within the client's visit in the app
Number of Carers - Set a minimum number of carers for the visit. If less carers are allocated in the roster, there will be a visual warning
Overlapping options. (See Overlapping visits).
Exclusions - Add the option to exclude the booking from creating on certain days (Public holidays/special days)
Once you have selected this information, click Create and the new schedule entry will appear.
⚠️ It is important to note that this is not a created booking and will not appear on the roster or a carer's app until a booking has been generated from it.
Video walkthrough
Generating bookings
See here for more information.
Ad hoc bookings
See here for more information.