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.
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.
Understanding the activity views
Activity Template: This is where recurring tasks and medications are organised into routines
Activity Calendar: This is where you can see activities scheduled for specific dates
Activity List: This is where you manage individual activities, accessible via the Activity Template tab.
Let's explore each of these in detail.
The Activity Template
The Activity Template houses all tasks and medications with recurring schedules. When you create a task or medication with a recurring pattern, it automatically appears in the Activity Template.
Key features of the Activity Template:
Organise recurring tasks and medications into routine lists
Split routines into multiple sets for different time periods
Rearrange the order of tasks and medications
Make changes that apply to the entire template
Please note: Changes made in the Activity Template apply to the entire schedule. For one-time changes, use the Activity Calendar instead.
The Activity Calendar
The Activity Calendar provides a day-by-day view of all scheduled activities for your client. This is where you will see how activities align with visits and identify any conflicts.
What you can do in the Activity Calendar:
View activities for specific dates
Identify conflicts (activities not attached to visits)
Skip individual tasks or medications for specific days
Make one-time changes to activity schedules
Understanding Conflicts in the Activity Calendar
Conflict tags help to mitigate the risk of scheduled medications/tasks not being delivered or a carer showing up to a visit with no tasks or medications to deliver. There are a few ways these show up on your agency hub.
Conflicts displayed for the next two weeks
On your client's profile, there will be a display of the total number of visit planning conflicts for the next 2 weeks on the left-hand side bar on the Activity Calendar tab.
Visit planning conflicts include:
Activity lists that are not linked to a scheduled visit
Visits that have no linked activities
This makes it easy to see upcoming visit planning conflicts for a given client without having to navigate to the Activity Calendar page.
2. Viewing Conflicts in the Activity Calendar
A conflict appears when an activity doesn't have an associated visit schedule. In the Activity Calendar, you will see:
Activities attached to visits are displayed within visit cards in blue
Conflict activities are displayed in separate routine boxes, highlighted in red
Best Practices for Activity Management
Follow these recommendations to get the most from Birdie's activity management features:
Create activities before visit schedules - It is best practice to create tasks and medications which create activity lists before scheduling.
Regularly review the Activity Calendar - to identify and resolve any conflicts. This is especially important after making changes to either activities or visits.
Be consistent with activity list naming - to make it easier to identify the right lists when assigning them to visits.
Use the activity template for global changes - that should apply to all instances of an activity, and the activity calendar for one-off modifications.
When connecting visit schedules to activity lists - note that available activity lists are limited to the session the visit schedule is in or adjacent sessions. There are no restrictions on visit instances, giving you flexibility when making quick adjustments.