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How to Create an Untemplated or One-off Visit -Upgraded Rostering

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

Anjelica avatar
Written by Anjelica
Updated over 2 weeks ago

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.

If you don't have access to upgraded rostering yet and would like to learn more, you can book a demo with our team.

Care needs do not always follow a regular schedule. Whether you are 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 untemplated visit?

An untemplated or one-off visit is a single visit that does not 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.

Birdie platform showing Leanne Koerug's client profile with Visit calendar view for April 14-20, 2025. Left navigation sidebar shows expanded menu structure with "Visit calendar" highlighted in blue under the Deliver section. Main calendar area displays weekly view with time slots from 13:00-20:00 visible, showing days Monday through Sunday (April 14-20). Prominent teal circular highlight draws attention to "Add visit" button in top-right corner of calendar area. Top navigation bar shows Birdie logo and main menu items: Clients, Team, Roster, Inbox, Log, Finance.

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 will be attending at different times

  • Activity list if needed (for overnight visits, you will have access to activity lists from both days of the visit, plus the option to "show activity lists outside visit times" for even more flexibility)

"Add visit to the calendar" modal dialog for creating a one-off visit. Form shows: Visit date field populated with "Tue, 29 Apr 2025", Start time "12:30" and End time "13:30" with calculated "Duration: 1h 0m". Client funding dropdown set to "Default (None)" with warning message "No client funding options are available. You cannot invoice for this visit without an attached funding source." Attendee section shows "Attendee 1: Unassigned" with Role dropdown set to "Carer". Right side contains activity list selection area with dropdown "Select one or more activity lists" and message "No activity lists linked to visit - Add tasks and medications to this visit by linking it to an activity list." Bottom shows Cancel and Submit buttons.

Click Submit to create the visit.

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

Birdie care management platform showing Alan Wakefield's client profile in Visit calendar view. Left sidebar displays navigation menu with sections: Client profile (Basic information, Client information), Assess & plan (Care plan, Task planner, Medication, Activity template, Visit template), Deliver (Activity calendar, Visit calendar - currently selected), and Evaluate. Main content shows weekly calendar grid for April 28 - May 4, 2025, with time slots from 13:00-17:00 visible. Calendar displays days Monday through Sunday with one gray "Unassigned" visit block visible on Friday May 2nd around 14:00-15:00 timeframe.

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.

Context menu dropdown appearing over visit calendar grid, triggered by clicking an unassigned visit block outlined in orange. Menu contains four options with icons: "View visit" (eye icon), "Assign carer" (person icon), "Edit visit" (pencil icon), and "Cancel visit" (trash icon in red text). Menu appears as white overlay with subtle shadow over the calendar's time grid background.

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

"Assign carer to visit" modal window displaying carer availability timeline from 09:00-15:00. Left side shows list of available carers including Addison Pouros, Adelia Withing, Birdie Team, Briana Ondricka, Buddy Denesik, Deborah Douglas, and Eleazar Altenwerth with radio button selections. Main timeline area shows horizontal scheduling bars for different carers with names like Scott McGrath, Alanna VonRueden-McKenzie, Nola DuBuque, and Dorothea Doy, displaying their availability and conflicts. Right sidebar contains search functionality and filter options for Groups, Transport, Gender, Available, and Travel conflicts. Bottom right shows "Showing all 28 carers" with Cancel and "Assign carer" buttons.

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.

Weekly visit calendar for Alan Wakefield showing April 28 - May 4, 2025 timeframe. Calendar displays time slots from 13:00-17:00 with a solid dark blue visit block on Friday May 2nd labeled "Addison Pouros" spanning approximately 14:00-15:00. The visit block includes a small calendar icon. All other time slots across the week appear empty. Left sidebar shows standard navigation menu with Visit calendar currently selected. "Today" indicator badge visible on Friday's date header.


Creating overnight one-off visits

Schedule overnight care with ease and flexibility to ensure no care is missed during extended visits.

To create a one-off overnight visit:

  1. Go to the Visit Calendar tab for your client

  2. Click the Add visit button in the top right corner

  3. In the pop-up window, set:

    • The visit date

    • Visit start and end times (e.g., 22:00-08:00)

    • The funding

    • Number of carers needed

    • Specific slot times for each carer if different

    • Activity list if needed (with enhanced flexibility for overnight visits)

  4. Click Submit to create the visit

    With overnight one-off visits, you will have a greater level of flexibility in the activity list options:

    The default options offered in the activity list drop-down:

  • Link to activity lists within the visit timeframe- link activity lists within the visit timeframe and adjacent sessions.

  • Show activity lists outside visit times - expand your options even further for maximum flexibility.

Same add visit modal for overnight visit 22:00-08:00, but with "Show activity lists outside visit times" button visible and expanded view showing Thu 21 Aug 2025 Morning activities option, plus message "No activity lists linked to visit" with instruction to add tasks and medications by linking to an activity list.

  • Overnight one-off visits- Can link to any activity list from 00:00 of day 1 to 23:59 of day 2 of the visit.

Same add visit modal for overnight visit 22:00-08:00, but with "Show activity lists outside visit times" button visible and expanded view showing Thu 21 Aug 2025 Morning activities option, plus message "No activity lists linked to visit" with instruction to add tasks and medications by linking to an activity list.

Please note: This flexibility applies specifically to one-off visits. Visit schedules continue to follow standard time-based restrictions to maintain consistency for recurring care.


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.

Visit management context menu displayed over calendar grid, triggered by right-clicking on an assigned visit block labeled "J&K Carer 1" in red/burgundy color with orange border highlighting. Dropdown menu contains five options: "View visit" (eye icon), "Reassign" (person icon), "Edit visit" (pencil icon), and two options in red text indicating destructive actions: "Unassign" (person with X icon) and "Cancel visit" (trash icon). Menu appears as white rounded rectangle with drop shadow over calendar background.

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 (overnight visits can access activity lists from 00:00 of day 1 to 23:59 of day 2)

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.

Similar visit context menu for the same "J&K Carer 1" assigned visit block, showing identical menu options but positioned slightly differently over the calendar grid. The assigned visit block maintains its red/burgundy appearance with orange selection border. Menu options remain: View visit, Reassign, Edit visit, Unassign (in red), and Cancel visit (in red), each with corresponding icons for visual identification.

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

"Cancel visit" modal dialog with comprehensive cancellation form. Top section explains "Cancelling this visit will remove it from the assigned carer's rota." Form contains: "Cancelled by" dropdown set to "Client", "Reason for cancellation" dropdown showing "Select reason". Payment section has radio buttons with "Pay carer" selected and "Don't pay carer" unselected. Billing section shows "Charge payer" with "Invoice payer" selected and "Don't invoice payer" unselected. Large empty "Notes" text area for additional details. Bottom right contains Cancel and Submit buttons for final action confirmation.

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 will not appear in visit templates since they do not repeat

  • For overnight one-off visits, you can link activity lists from any time between 00:00 of the first day to 23:59 of the second day, giving you maximum flexibility for cross-midnight care

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