Please note: This is for those using our upgraded rostering; if you are already using rostering, please this article.
If you notice that a carer is consistently running over or under the allocated visit time you may want to update the time of the visit schedule. You can quickly update the time or duration of a visit meaning that you can stay on top of last-minute changes.
Your carers will only see these updates when their app is connected to the internet, they will need to refresh their apps to see these changes.
How to change the time or duration for an entire visit schedule
Use the steps below if you need to permanently change the time or duration for all future occurrences of a visit:
Start by going to the client's profile and click on the Visit template tab on the left-hand side. Select the visit schedule you want to change, on the drop-down menu select Edit schedule.
You can now change the start time and/or end time as needed, you will be able to:
Extend or reduce the duration of the visit
Change the start time of the visit
Click Save changes when you are done.
Please note: If the schedule's first occurrence has already passed, you will need to choose an "effective from" date for your change.
In this example, you can see that the Monday visit (and every subsequent Monday in the schedule) starts later than the other visits in the template.
Drag and drop via the Visit template tab
You can also use the drag-and-drop feature to quickly change the start time of a visit.
To do this, go to the Visit template tab, click on the visit and drag it to the desired time.
Please note: You will not be able to drag and drop across days in the template and you will not be able to change the time if the visit has already started.
How to identify changes to a visit in a schedule
When a visit has been modified from its original schedule, you will see a visual indicator:
A striped bar will appear on the left side of the visit in the calendar view
This striped bar indicates that the visit has been "detached" from its schedule. The visit will show this striped bar for any edits made to the instance, including:
Changes to visit times
Changes to assigned carers
Changes to funding
Changes to the number of carers required
Changing the date, time or duration of an individual visit
You can also change the date, time or duration for an individual visit meaning the change will only affect that visit and no other visits in the schedule.
to do this, go to the Visit Calendar tab. Select the visit you want to change, on the drop-down menu select Edit visit.
You can now edit:
The visit date (to a future date)
Start time
End time
Click Submit when you are done.
Drag and drop via the Visit Calendar tab
You can also use the drag-and-drop feature to quickly change the start time of an individual visit.
To do this, go to the Visit Calendar tab, click on the visit and drag it to the desired time.
Please note: You will not be able to drag and drop across days and you will not be able to change to an earlier time if the visit time has already passed.
How to change the time of a visit via the roster page
You will also be able to change the time of a visit via the Roster page. This will change the time for an individual visit, meaning the change will only affect that visit and no other visits in the schedule.
You will be able to check the change via the Visit Calendar.
To do this, go to the Roster page. Select the visit you want to change click on the visit and drag it to the desired time.
You will be able to move both assigned and unassigned visits.
Please note: you are not able to change the duration of a visit by drag and drop.
Important Considerations
Once a visit instance has been modified (showing a striped bar), it will no longer be affected by changes made to the visit schedule
If you change a modified visit back to match the current schedule, it will reattach to the existing schedule and no longer show a striped bar
Your carers need to refresh their apps when connected to the internet to see any time changes you've made