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How to Create an Un-templated or One-off Visit -Upgraded Rostering

Learn how to create a visit that does not require a schedule

Anjelica avatar
Written by Anjelica
Updated this week

Please note: This article is for those using our upgraded rostering. Please see this collection to see how to set this up on your rostering.

Care needs don't always follow a regular schedule. Whether you're arranging a special medical appointment, coordinating an assessment visit, covering for an unexpected absence, or fulfilling a temporary care request, our one-off visit feature gives you the flexibility to meet these diverse needs without disrupting your regular schedules.

This adaptability ensures you can respond quickly to client requirements while maintaining organisation in your visit scheduling.

What is an un-templated visit?

An un-templated or one-off visit is a single visit that doesn't repeat as part of a schedule. This is useful for special appointments, assessments, or temporary care needs.

How to create a one-off visit

Start by going to the Visit Calendar tab for your client and click the Add visit button in the top right corner.

In the pop-up window, set the following details:

  • The visit date

  • Visit start and end times

  • The funding

  • Number of carers needed (if multiple carers are required)

  • Specific slot times for each carer if they'll be attending at different times

  • Activity list if needed

Click Submit to create the visit.

The visit will now appear in the Visit calendar tab as unassigned.


How to assign a one-off visit

Now that you have created a one-off visit, it is time to assign it to a carer. To do this, Click the unassigned visit you just created and click Assign carer from the drop-down menu.

A pop-up window will appear where you can assign a carer. If you added multiple carer slots to the visit, you will need to assign each slot separately.

Use the filter in the top-right corner to find the best carer for this visit, you will be able to filter via:

  • Group

  • Transport

  • Gender

  • Availability

  • Travel conflicts

Once you are happy with the assignment, click the Assign carer button.

Your one-off visit is now created and assigned! It will only appear in the Visit Calendar for the specified date and time, but won't repeat in the future.


How to edit or cancel a one-off visit

Editing

If you need to make changes to a one-off visit, select it in the Visit Calendar tab and choose Edit from the drop-down menu.

You will be able to edit:

  • The visit date (if it is in the future)

  • Visit start and end times

  • The funding

  • Number of carers needed (if multiple carers are required)

  • Specific slot times for each carer if they'll be attending at different times

  • Activity list if needed

Click Submit when you are done making changes.


Cancelling

If you need to cancel a one-off visit because it is no longer needed, you can do this by clicking on the visit and selecting Cancel visit on the drop-down menu.

You will see a pop-up where you can add additional details about the cancellation such as:

  • Who the visit was cancelled by

    • The client

    • The carer

  • Reason for cancellation

    • Family

    • Refused

    • RAG

    • Other

  • Whether to pay the carer

  • Whether to charge the payer

Click Submit when you are done.


Tips for managing one-off visits

  • One-off visits are perfect for special circumstances like doctor appointments, assessments, or temporary care needs

  • You can add specific tasks and medications to one-off visits just as you would with templated visits

  • Remember that one-off visits won't appear in visit templates since they don't repeat

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