Please note: This is for those using our upgraded rostering; if you are already using rostering, please see this article instead.
If you do not have access to upgraded rostering yet and would like to learn more, you can book a demo with our team.
The Roster tab is where you can get a bird's eye view of all of the scheduled visits and spot any unallocated visits that may require immediate attention.
You will find the weekly rota by clicking on the Roster tab in the top menu. Here, you will see the full list of your Carers on the left-hand side and the unallocated visits for a Client in the top section.
The default view of the roster is for a day, however, you can navigate through the week or month by clicking the arrows next to the date or by selecting a week on the calendar selector.
How to filter the rota
You can filter the Roster page to help you find visits or Carers quickly. You can filter through the rota by using the various buttons on the page, these include:
Groups
Unassigned visit search
Carer search (A-Z search)
Date
Display Options
Travel
Cancelled visits
Filters
Groups
Transport
Gender
Available
Travel conflicts
Using the Weekly View
The Weekly View gives you a complete overview of your entire week’s roster on one screen and lets you actively manage visits directly from that view too. You can see all visits without scrolling, compare multiple carers’ workloads side-by-side, and quickly spot unassigned visits and scheduling conflicts at a glance.
You can assign, edit, and cancel visits without leaving the weekly screen, making it faster and easier to manage your rota in one place.
This view is particularly helpful for managing complex rotas involving double-ups and overnight visits, giving you the full context you need to make informed scheduling decisions while keeping your care coordination flowing smoothly.
How to Access Weekly View:
Go to the Roster tab
In the left-hand corner, click the Weekly View toggle
The roster will display a full week view with carers listed on the left and their visits organised by day
Understanding the Weekly View Layout:
Visit blocks remain the same as in daily view, with time indicators displayed on each block
Unassigned visits stay at the top for immediate visibility
Overnight visits display a moon icon and are visually split across days:
On the start day: the block is cut off at the bottom
On the end day: the block shows "Overnight visit" instead of duplicating
Conflict detection works the same way with indicators and filtering options
Travel time appears between visit blocks and shows travel method on hover
How to manage visits in Weekly View:
Click on the visit you wish to manage in the weekly view
You will see the following options for an assigned visit:
View visit
Reassign
Edit visit
Go to client calendar
Unassign
Cancel visit
If the visit is unassigned, you will see the following options:
View visit
Assign carer
Edit visit
Go to client calendar
Cancel visit
Navigating Between Views:
The calendar remembers your position when switching between daily and weekly views:
If you navigate to a specific day (e.g., next Tuesday) and switch to weekly view, returning to daily view brings you back to that same day
If you switch to a future week and go to daily view, returning to weekly view brings you back to that same week
When you leave the roster and return, you will land on the last view you were using
How to use the display options
On the Roster tab, click the Display options button on the top right of the screen.
A drop-down menu of the display options will now appear, including:
Travel time
Cancelled visits
Click on these options to toggle them on and off.
Understanding the colours on the rota screen
The rota is colour-coded so that you can see quickly what is going on and who is not available for visits. These colours mean:
Team availability:
Red blocks are unauthorised absences (AWOL)
Light blue blocks indicate a Carer is on annual leave
Yellow blocks indicate a Carer is on sick leave
Purple blocks indicate any other type of leave (parental, jury duty, TOIL, etc)
Grey blocks indicate that a carer is not available and is out of hours
You will be able to gain more information about the absence when hovering over the colour block. In the image above, you can see the type of absence and the dates this is applied to.
Using the drag-and-drop feature
You can use the drag-and-drop feature to quickly move visits on the screen. You will be able to use drag-and-drop to:
Move the start time of the visit
Assign the visit to a Carer
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