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Creating & Managing Activities - Upgraded Rostering

Seamlessly link tasks and medications to a visit with activity lists

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.

Birdie's activity management features will transform how you organise and deliver care. By separating activity creation from visit scheduling, you create more structured care plans while reducing administrative work. The system helps prevent missed tasks, ensures medication compliance, and makes it easy to adapt to changing client needs - all while providing clear visual cues when activities aren't properly attached to visits.

When setting up care for a new client, we recommend starting with creating their tasks and medications before creating visit schedules. This ensures all necessary care activities are ready to be attached to visits and that your carers will have this crucial information for their visit.

Creating Tasks and Medications

In order to create an activity list, you must first add the client's tasks and medications. If you have not yet done this, please follow the instructions below:


Attaching Activities to Visits

Once you have created tasks and medications, you will need to attach them to visits, this is so your carers can see what needs to be completed during their visit. There are two ways to do this:

Method 1: Attach Activities When Creating a Visit Schedule

You can attach an activity list when you first create a visit schedule(s).

  1. Go to the Visit Template tab

  2. Click the Add Visit Schedule button

  3. Set up your visit details (time, frequency, carers needed)

  4. In the activities section, select the routine you want to attach

  5. Click Save Changes

For a more in-depth guide, please see this article.

Method 2: Add Activities to an Existing Visit Schedule

Use this method if you've already created visit schedules:

  1. Go to the Visit Template tab

  2. Select the visit schedule you want to edit

  3. Click Edit on the drop down menu

  4. Select a routine from the activities list to add to the visit schedule

  5. Click Save Changes

When you return to the Activity Calendar tab, you should now see the activities within the visit card, indicating they are properly linked.

Remember to add routines to all visit schedules on each day!

Seeing lots of lists unlinked to visits? read this article to see how to fix it.


How to Skip a Task or Medication for One Visit

Sometimes you may need to skip a specific task or medication for just one visit, this may be because it is not needed for this particular visit but will be needed again in the future:

  1. Go to the Activity Calendar tab

  2. Find the session you would like to skip a task for

  3. Find the task/medication in the list

  4. Click the arrow skip icon on the task/medication

  5. A pop-up box will appear to confirm your actions

  6. The task/medication will appear with a strikethrough, indicating it won't be visible in the visit

How to Reinstate a Skipped Task or Medication

If you need to reinstate a previously skipped activity:

  1. Go to the Activity Calendar tab

  2. Find the session you would like to skip a task for

  3. Find the skipped task/medication (with strikethrough)

  4. Click the plus button next to it

  5. The activity will now be reinstated

Note: When you skip a medication, it will appear as "N/V" (No Visit) in the eMAR.


Important Safety Considerations

To ensure safe and effective care delivery, please be aware of these critical points when using the activity management system:

  • Always check the Activity Calendar for conflicts after making changes to visits or activity schedules. Look for activities without visits or visits without activities. In a future update, there will be an alert on the left-hand menu and in the agency-level client tab to help identify conflicts.

  • Activities may appear in the same session but not be attached to a visit. Always verify that activities are properly attached to visits in the Activity Calendar, even if they appear to be in the correct time period.

  • Activity order changes can create detached lists. If you change the order of activities in a visit instance, that activity list becomes detached from the parent activity order. Subsequent changes to the Activity Template order won't affect these detached lists. Remember to update detached lists separately if order changes should apply universally.

  • Visit schedules can be created before activities. You can create a new activity list from the visit schedule modal by selecting the desired session. This creates a blank linked activity list that will automatically include any tasks and medications scheduled later for that session.

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