Please note: Scheduling inactivity is available as part of Birdie’s Starter, Core, Advanced, Plus, Essentials and Premium packages. Please get in touch if interested in more information on this feature!
Learn how to schedule periods of inactivity for Clients in the Birdie platform, whether temporarily or permanently. This feature allows for managing Client profiles during times when they will not need scheduled visits, such as during holidays or after leaving your service.
As it is not possible to delete a Client profile, Birdie enables you to schedule periods of inactivity for your Clients - for both temporary and permanent inactivity - in advance. This means any visits for the specific period will be automatically cancelled for that individual Client.
Please note: If you do not have access to this feature but need to make your Clients inactive please follow the steps here - How to make a Care Professional or Care Recipient active or inactive on Birdie.
How to schedule a period of upcoming inactivity for a Client
Select the Client and click on their Client information tab, from here go to their Agency admin tab. To schedule a new inactivity period, click the 'edit' button next to the status section.
Here, you can review upcoming periods of inactivity. To schedule a new inactivity, click on the schedule new inactivity button.
A modal will pop up, allowing you to:
Select the type of inactivity
Temporary
Permanent
Select the reason for inactivity:
Temporary (Admitted to hospital, On holiday, Respite, Temporary, other)
Permanent (Deceased, Left service, Permanent, other)
When selecting permanent inactivity, with the reason 'Left service', you will also have the ability to record a more granular reason as to why they have left the service, including:
Increase care needs
Decreased care needs
Price
Relocation
Service quality
Other
Record additional details, to provide more context about the inactivity
Identify when the period starts, including date and time
You can use the toggle arrows to navigate to the date you need
You can only schedule the inactivity with a start time in the future (you cannot add a start date in the past for inactivity at the moment)
Identify when the period ends, including date and time
You can use the toggle arrows to navigate to the date you need
Please note: adding an end date is optional
Click apply changes, if happy - or discard to exit.
Once scheduled, this means that any visits for the specific period you have scheduled will be automatically cancelled for that individual Client.
Please ensure you hit the green 'Submit' to apply these changes.
Please note: Any visits scheduled will be cancelled during the period of inactivity. Any visits that are due to start before this period of inactivity will not be cancelled automatically. It is not possible to reinstate a visit during a period of inactivity.
How to edit or remove a period of upcoming inactivity for a Client
If you need to edit a period of upcoming inactivity for a Client, you can do this by navigating to the Agency admin tab and clicking on the Sketchpad icon next to the period of inactivity.
You can then edit the start and end dates of a period of inactivity, However, It is not possible to update the start date of an inactivity period that has already passed or the reason for the inactivity, if you need to change these then you will need to remove it and create it again.
Adding an end date when scheduling a period of inactivity is optional, so you can always go in and update it with the correct end date once you have that information.
When you are done, click Apply Changes and then Submit.
If you want to remove a period of inactivity, you can do this by clicking the bin icon, this will remove it entirely, and this will reinstate the visits immediately.
Make sure to click Submit at the bottom of the page or your changes will not be saved.
FAQs
What visits will be cancelled?
Any visits scheduled to start/occur during this period of inactivity will be cancelled automatically. Visits due to start before this period of inactivity will not be cancelled.
Will this remove visit data from my Finance tab?
Yes, inactive Client's visit schedules and associated data will be automatically cancelled for Clients during these periods of scheduled inactivity. At this time, this means those visits cancelled as a result of inactivity can’t be paid/charged for within the Finance tab.
Can I have multiple periods of inactivity for a Client?
Yes, you may have multiple planned periods of inactivity for a Client at any time. For example, if your Client is due to go on holiday from 1st Nov - 5th Nov, and then is booked in for a planned hospital admission from 6th Nov - 10th Nov, you are able to schedule both of these inactivity periods.
Please note: if any of these periods of inactivity overlap (i.e. 1 period from 1st Nov-7th Nov, another period from 6th Nov-10th Nov), it will not be possible to schedule these overlapping periods in Birdie.
How do I make my Clients active again?
When you have scheduled a period of inactivity, your Clients will remain active up until the dates for which you scheduled that period of inactivity (i.e. October 12 - 20). When their scheduled period of inactivity is over (i.e. October 21), their status will become Active again in the system. If you wish to make the Clients active again before the end of the scheduled period of inactivity, you will need to edit the period of inactivity so that the end date/time is now.
Can I schedule a period of inactivity for a Client in the past?
It isn't possible to schedule inactivity to start in the past, you will need to set the start of the inactivity for a date/time in the future. You may want to add a note to their client feed to state when the client was inactive.
Can I schedule a period of inactivity for a Carer?
No, at the moment scheduling inactivity is just for Clients. You can still make your carers inactive on the Birdie platform if they have left by following the instructions here - How to make a Care Professional or Care Recipient active or inactive on Birdie.
Birdie Academy video