Please note: This is for those using our upgraded rostering; if you are already using rostering, please see this article collection. 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 upgraded rostering uses powerful multi-week templates to give you maximum flexibility when scheduling care visits. Our template system automatically repeats your preferred scheduling pattern, making it easy to accommodate alternating carer schedules, different weekly patterns, and complex care requirements.
It is important that you select the template correctly from the beginning. If you do make a mistake, follow the step-by-step process below to safely resize the template. This ensures you can transition to a new template without gaps in care.
How to select your template size
Use a 1-week template when:
Your carer's availability and client visit schedule are the same every week
The same carer visits the same client on the same day every week
Your schedule has no alternating patterns
E.g. 7:00-7:30 am every Monday-Friday
Use a multi-week template (2, 3, 4 weeks)when:
At least one of your client's visits alternates (e.g., every other week)
Your client's visits need to happen on different days in different weeks
Your carers visit on alternate weeks (e.g., alternating weekends)
Tasks or medications recur on a custom schedule (e.g., every 2 days)
You want flexibility for future changes without needing to resize
E.g. 7:00-7:30 am Monday- Wednesday on week one and 6:00-6:30 am Thursday-Sunday on week two
Template length Calculator
Use the template length calculator to determine the correct template length (number of weeks) by analysing your carer assignment patterns and visit schedules. It calculates how long it takes for your scheduling pattern to fully repeat.
Example 1: Every 2 Days Pattern
Carer visits every 2 days, starting Monday
Week 1: Monday, Wednesday, Friday
Week 2: Tuesday, Thursday, Saturday
Recommended template length: 2 weeks
Example 2: Alternating Weekend Carers
Alice works weekends in weeks 1 & 3
Bob works weekends in weeks 2 & 4
Recommended template length: 4 weeks
Pro Tip: Even if your schedule currently looks the same week-on-week, we recommend using a 2-week template. This gives you flexibility to add alternating carer patterns in the future without needing to resize your template.
Creating your visit schedules
Navigate to your client's Visit Template tab
Set your template length using the instructions above
Click Add visit schedule
Configure your visit details:
Days of the week
Times
Duration
Number of carers required
Click Save Schedule
For an in-depth guide on how to create a visit schedule, please see this article.
How to resize a visit template
Before you begin, resizing templates is a critical process that requires careful planning to avoid scheduling disruptions. You may need to resize the template if you are:
Changing from a 1-week to a multi-week template for flexibility
Accommodating new alternating carer patterns
Adjusting for different weekly visit patterns
Step-by-Step Resizing Process
1. End All Active Schedules
End all existing schedules on the template as soon as possible
If you need step-by-step guidance on how to do this, see this article
Plan this change in advance to minimise disruption
2. Maintain Roster Accuracy in the Interim
While waiting for schedules to end, make required adjustments using detached visits in the Visit Calendar
Create one-off visits to ensure no gaps in care
Cancel any unwanted visits directly from the Visit Calendar
3. Wait for Schedules to Disappear
Schedules will fully disappear from the template the day after the latest schedule's stop date
Look for the red badge above visit schedules showing the latest stop date
Do not attempt to resize until all schedules have disappeared
4. Resize and Repopulate the Template
Once all schedules have disappeared, go to the Visit Template tab
Click Template Options → Resize Template
Select your new template length (e.g., change from 1 week to 2 weeks)
Immediately repopulate the template with your updated schedules
Managing same-day visit creation issues
If you attempt to repopulate the template on the same day that the schedules disappear or for a time that has already passed, e.g. 9 am has passed but you are trying to add a visit for 9 am today, you may encounter the error message:
"Visit schedule can't start today because the first visit time has already passed."
Solution:
Use one-off visits for that day
Start your new template schedule from the following day
This occurs due to the start time of templated visits, not because schedules disappeared on the same day
FAQS
How many weeks can my template cover?
You can create templates ranging from 1-8 weeks.
Can I change the template length after it's created?
Yes, but you must first end all active schedules and wait for them to disappear completely before resizing.
How do I know if a visit has been modified from the original template?
Modified visits show a striped bar at the front of the visit, indicating they have been "detached" from the template.
What happens to existing visits when I resize a template?
All existing visit schedules must be ended before you can resize. You'll need to recreate your schedules after resizing.
How do I add visits while waiting for schedules to clear?
Use detached visits in the Visit Calendar or create one-off visits to maintain care continuity.
Can I delete a visit schedule?
Yes, you can delete visit schedules from the Visit Template tab. See this article for details.