Please note: This article is for those using our upgraded 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.
Quality assurance visits such as shadowing, supervision, spot checks, and introductions are essential for maintaining care standards and supporting your team.
Birdie's upgraded rostering makes it simple to add these specialised visits alongside your regular care delivery, with flexible timing options for each carer involved. Whether you are introducing a new carer to a client, conducting a quality spot check, or providing supervision support, you can easily configure multiple carers with different roles and timing to meet your specific requirements.
Examples of training/ supervision visits
These are specialised visits where additional carers attend alongside the primary carer for specific purposes:
Shadow visits: A new or trainee carer observes an experienced carer to learn proper procedures
Supervision visits: A supervisor attends to provide guidance and quality assurance
Introduction visits: A new carer meets the client for the first time with support from an existing carer
Spot check visits: Quality assurance checks conducted by supervisors or managers
How to add a training/ supervision visit
There are two main ways to add training and supervision to your visits:
Adding to an existing visit
Adding as a new one-off visit
Adding to an Existing Visit
If you need to add supervision or shadowing to a visit that's already scheduled, go to the Visit Calendar tab for your client.
Find the visit you want to add training or supervision to, click on it, and select Edit visit from the drop-down menu.
In the edit pop-up, you will see the current carer slot. To add an additional carer for shadowing, supervision, or spot checking, click the + Add attendee button.
A new carer slot will appear where you can:
Select the role type from the dropdown menu:
Carer (default)
Shadower
Supervisor
Introduction
Spot Checker
Set specific start and end times for each carer if they need different schedules
Configure up to 4 carers total per visit
Click Submit to save your changes.
On the Visit calendar tab, you will now see that the visit has the introduction attached to it, indicated by the 'In' at the start of the visit.
The next step is to assign this to a carer or team member. For an in-depth step-by-step guide on how to do this, please see this article.
2. Creating a new one-off visit with training/supervision
To create a new visit that is not part of a schedule that requires training/supervision from the start. Go to the Visit Calendar tab and click the Add visit button in the top right corner.
In the pop-up window, add your visit details:
Visit date
Start and end times
Funding information
Activity list (if needed)
To add multiple carers, click Add carer to visit and configure each slot:
Set the role type (Shadower, Supervisor, Introduction, Spot Checker, or Carer)
Adjust timing if carers need to arrive or leave at different times
You can add up to 4 carers total
Click Submit to create the visit.
This visit with the additional training/supervision will be a one-off, meaning it will not repeat in the schedule.
How these visits appear in Birdie
Visit Calendar View
Multi-carer visits will display as segmented blocks showing each team member's role and timing within the overall visit duration.
Different role types are tagged at the start of the visit with a stripey bar for easy identification:
Shadower: Sh
Supervisor: Su
Introduction: In
Spot Checker: Sc
Roster View
On the Roster page, these visits will show as 'Unallocated' until all carer slots have been assigned. This ensures the visit can proceed safely with all required staff.
Assigning carers/team members to a training/supervision visit
Once you have created your training/supervision visits, you need to assign specific carers to each slot.
You can assign these visits from the following places:
Visit calendar tab
Roster tab
Click on the visit and select Assign carer from the dropdown menu.
You will need to assign each slot individually:
Select the appropriate carer for each role
Use filters to find carers by Group, Transport, Gender, or Availability
Review travel time and availability information
Click Assign for each slot
For an in-depth step-by-step guide on how to do this, please see this article.
Good to know
Multi-carer visits remain unassigned on the roster until ALL slots are filled
Changes to individual visits will not affect your regular visit templates
You can modify or cancel these visits just like any other one-off visit
Each carer slot can be assigned independently based on availability