Please note: This is for those using our upgraded rostering; if you are already using rostering, please see the articles in this collection.
Welcome to Birdie's Upgraded Rostering! This new, template-based approach has been designed to simplify how you plan and organise care visits while giving you greater flexibility and control.
Our upgraded rostering makes it easier to manage Client schedules, assign Carers, and ensure continuity of care. It features flexible multi-week templating, adaptable visit slots that support regular templates for multi-carer visits, seamless linking of tasks and medications, and clear visual indicators for schedule changes.
This article will guide you through the key terminology, features, and frequently asked questions to help you make the most of your new rostering system.
Key Terminology
We know moving to a new software can bring about some new terminology and meanings. Use the table below to understand the key features of your upgraded rostering system!
Term | Definition |
Visit | Also referred to as a call, this is a block of time for care delivery. This will be for one client, with one or more carers assigned. You will also have a set of tasks & medications planned for that visit. |
Visit Schedule | A recurring series of client visits that recurs on a single day of the template. |
Template | This is when the client's visits will occur. You can set this on the Visit template tab. Your client's template can be anywhere from 1-8 weeks. This is handy if your client has different visit schedules on different weeks. |
Visit Calendar | Where you can find all the templated visits as well as create untemplated ("one-off") visits for a given client. |
Activity Calendar | Where you can see lists of all tasks & medications to be delivered for a client, and which visit(s) they will be visible in. |
One-off Visit | A non-recurring visit created specifically for a single instance.
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A step-by-step guide on setting your Upgraded Rostering
This table provides a step-by-step guide specifically for implementing your upgraded rostering system. It does not cover the entire onboarding journey.
Please follow these steps in order to ensure continuous care for your Clients. If you need help at any point, please use our chat support function or email our support team.
Action | What it does | Article |
REGULAR CARE SET-UP- Recommended for Everyone |
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Setting Carer availability | Allows you to see which Carers are available for a visit on the roster | |
Create Tasks | Add tasks that Carers need to complete during the visit | |
Create Medications | Add medications that carers need to complete during the visit | |
Review Activity template | Confirm that tasks & meds are in the correct sessions for the day. This ensures proper care delivery | |
Setting the template size | Visibility over how often visits repeat for this Client (e.g. every 1 or 2 weeks) | |
Create a visit template | This creates a repeating set of visits for a Client (these will be unassigned) | |
Assign all visit schedules | This will ensure all the schedules have a Carer who is now assigned on the roster (these visits will have no activities assigned yet) | |
Check the Activity calendar for conflicts | Confirm that every visit has a plan assigned and every activity has a visit (if not, move to the next step) | |
Resolve any medications and tasks that still need to be linked | - You might need to split activity lists | |
ADDITIONAL STEPS- Not essential steps, optional/as needed |
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Customise your Rota screen | You can filter and understand the colours on the rota screen to make assigning Carers more efficient | |
Create an absence for Carers (one-offs) | Carers now have coloured blocks in the roster showing they’re not available during those absences | |
Check roster to ensure all visits are assigned for the upcoming week | You have checked that all visits still have coverage/assignees with appropriate availability |
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Create a one-off visit | The schedule has been adapted to the Client's care needs without having to modify the template | |
Create a double-up or multi-carer visit | Add extra carers to a visit and have them start and/or finish at different times | |
Create a one-off task or skip a task | A task has been modified to fit the Client's needs for a temporary amount of time |
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Cancel a visit or visit schedule | A single or multiple visits have been cancelled and no longer need a Carer assigned | |
Make a Client inactive | The Client's visits will be automatically cancelled for a temporary or permanent time frame |
FAQ's
Templates and Scheduling
How many weeks can my template cover?
You can pick a template ranging from 1-8 weeks.
Can I change the template length?
Yes, if you need to change the template, you can do this by going to the Visit template tab and clicking the template options button in the right-hand corner.
Multi-carer Visits
Can carers have different start and end times for the same visit?
Yes! for more information, see the article here!
What's the maximum number of carers I can assign to a visit?
4 carers, this includes shadowing and supervision.
Visit Management
How do I know if a visit has been modified from its original template?
You will be able to see a striped bar at the front of the visit.
Can I delete a visit schedule?
How do I make changes to a single visit without affecting the entire schedule?
Tasks and Medications
What happens if I skip a medication on a particular visit?
If you skip a medication, it will show as a question mark (no recorded outcome) on the MAR chart. See this article for more information on the MAR chart.
Funding
How do I add funding information to visits?