Please note: This is for those using our upgraded rostering; if you are already using rostering, please see this article.
Sometimes you need to allocate one-off or infrequent tasks to your clients. In Birdie's upgraded rostering system, tasks are organised into Activity lists - these are lists that group tasks and medications for specific time periods or sessions. When you create a one-off task, it becomes part of an activity list that can then be linked to a specific visit.
This process involves two main steps:
Creating the one-off task - Setting up the task with a specific date and time, If you need more guidance on how to add a task, please see this article- How to Create or Edit Tasks for Your Client- Upgraded Rostering.
Assigning the task to a visit - Linking the activity list containing your one-off task to the appropriate visit in the client's schedule
This guide will walk you through both steps to ensure your one-off task is properly created and assigned to the correct visit.
How to add a one-off task
Start by going to the client's profile, click on the Task planner tab, and then click the Add task button.
Search for the task you require or use the quick action button to find the task.
Once you have found the task, select either weekly or custom for the frequency and select only the days the task needs to be carried out.
Please note: Custom frequency is not available for Starter packages, Care Management and Rostering, and CM-only packages. Please get in touch with our team if you are interested in this feature!
Now add:
The session of the task (Night, Morning, Lunch, Afternoon, Evening)
The start date
The end date
Adding the end date ensures that this task will only occur once and not repeat. You cannot add a task with an end date before the first occurrence. For example, if you are adding a task for today and the morning session has passed, you will not be able to add a task for the morning.
Click on Save to save the task.
When you go to the Activity calendar tab you will see this task only for the time and date you selected.
How to assign a one-off task to a visit
First, go to the Visit Calendar for that client.
Adding the activity list with the one-off task via the visit calendar ensures that this is a one-off occurrence and after this visit, the normal activity list which is assigned to the visit will continue.
Find the visit to which you would like to add this one-off task, click on the visit and select Edit visit.
You can add the activity list with the one-off task, in this example, it is 'Arrange transport'.
Click Submit when you are happy with your changes. This task will not be repeated in the schedule and will no longer show in the activity list or Activity Calendar after the end date of the task.