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Runs help you organise multiple visits into a single, manageable block. They are designed to make rostering easier for care teams who need to group visits together, assign them to carers and manage them as part of a regular rota.
Runs are currently available as part of Upgraded Rostering. Some functionality is being released in phases, with early functionality available in beta and further improvements planned soon.
What are runs?
A run is a group of visits that are usually completed together by the same carer, often because they happen in the same area, at similar times or form part of a regular working pattern.
For example, a morning run might include several client visits in the same neighbourhood between 7:00am and 11:00am.
Instead of managing each visit separately, you can group them into one run and assign that run to a carer.
Runs can help represent the real-world way your care team works, such as:
Morning, afternoon, evening or night rounds
Area-based rounds
Regular routes completed by the same carer
Groups of visits that are usually planned and managed together
Why use runs?
Runs can help make rostering quicker, clearer and easier to manage, especially when your team works with repeatable patterns of care.
Organise visits into manageable groups
Assign work more efficiently
Support regular rostering patterns
Improve visibility in the roster
Before you start and best practices
Before setting up runs, make sure:
You are using Upgraded Rostering
Runs have been enabled for your agency
You know which visits you want to group together
You have decided how you want to name or organise your runs, for example by time of day, area, team or route
When setting up runs, we recommend:
Starting with a small number of clear, commonly used runs
Using simple and consistent naming conventions
Grouping visits that naturally belong together
Reviewing runs in the roster before using them more widely
Making sure your coordinators understand when to use a run versus managing visits individually
How to set up runs
Step 1: Go to Manage Runs
From the roster tab, select Manage Runs
This will take you to the area where you can view, create and manage your runs.
Step 2: Add a new run
Select Add Run
Step 3: Enter the run details
Add the key information for your run:
Run name
Choose a clear name that your team will recognise such as “AM Run”, “North Area PM” or “South London”
Shortcode
Add a short code to help identify the run quickly in the roster. Use “SL1” for South London 1 run or “N” for North run.
Frequency
Choose what days the run should repeat.
Minimum run duration
Add the minimum amount of time needed for the run. You can add visits outside of this minimum duration and the run will extend to accommodate.
Carer Assignment
Assign the run to your carer. This is how you automate your run assignments. Once a carer is selected, their run will be assigned to them on a regular basis. If you’re not sure who you want to assign to this run yet, you can leave it blank and assign later via manage runs on the roster tab.
Unassigned runs will appear in the unassigned section at the top of the roster tab whereas assigned runs will appear on the carer name on the roster tab.
Need a different carer on for week 2? Add additional weeks and assign your carer here.
Just so you know, carer availability isn’t shown here, so it’s important to check for conflicts.
Step 5: Create the run
Once the run details have been added, select create run at the bottom of the page.
You’ll be taken back to the Manage Runs page, where the new run will appear in your list of runs.
Step 6: Add visits to the run
Now you can add your visits to your run. There are a few ways for to do this:
To add a one-off visit to the run:
On the roster tab, find the visit you want to add into a run
Select the visit and select assign
Switch to run view in the top-left hand corner
Select the run you need and select assign to __ in the bottom right hand corner
You can also add one-off visits to a run via the visit calendar in the client profile.
💡 Striped bars will appear on the visits added to a run via the roster page and visit calendar page to indicate they are different to the visit on the template.
Striped bars will also appear at the bottom of the run, when the run is assigned on the roster page.
Visits assigned to a run via the roster page will only appear in the run for that day only. If you want to assign the visit to the schedule on a regular basis, you will need to assign the visit within the visit template.
To add a visit schedule to the run:
On the client profile, go to the visit template
Select the visit and select assign schedule
Switch to run view in the top-left hand corner
Select the run you need and select assign schedule in the bottom right hand corner
Using this method to assign, the visit will be assigned to that run on a regular basis.
Step 7: Assigning your carers to the run
Assigning for a one-off basis:
Select the run
Select assign carer
From here, select the carer name
Select assign
This will only assign the run to that carer on a one-time basis.
Assigning for a longer term:
Select manage runs on the roster tab
Find your run and select the menu button (⋮)
Select edit run
Scroll down to assignment rota and assign your carers from here
Save changes when you’re ready
Step 8: Review the run in the roster
After setting up the run, return to the roster to check how it appears.
Runs are shown as distinct grey blocks in the roster, helping you see the run’s timing, assigned carer and included visits.
Managing runs
Once a run has been created, you will be able to:
Rename the run
Stop a run schedule
Assign or change the carer
Add visits to the run
Remove visits from the run
View the run in the roster
Delete the run
Limitations
You will need to manually check for conflicts
Booking carer leave does not automatically unassign the run or its visit schedules
No one-off run instance creation, runs are created as a schedule
Frequently asked questions
Can I create a run without assigning a carer?
Yes. You can create a run first and assign a carer later.
Can I see runs in the roster and in the weekly view?
Yes. Runs appear in the roster so you can view them alongside your scheduled visits.
Switch to the weekly view in the roster tab to see all your runs and visits at a glance.
Can I add individual visits to a run?
Yes. Coordinators can assign both visit schedules or one-off visit instances to a run.
Are runs the same as shifts?
Runs are designed to group visits together as a single unit of work. They also lay the foundation for future shift-style and payable run workflows, but the exact functionality available may depend on your agency’s current release phase.
Should every visit be part of a run?
Not necessarily. Runs are most useful when visits are commonly planned, assigned or managed together. Some visits may still be easier to manage individually.
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