This guide is designed to help you navigate setting up shifts or visits and establishing effective rota patterns. Whether new to the system or refining your existing schedules, we’ll walk you through the essential steps to ensure smooth and efficient rostering.
What is the difference between a visit and a shift?
When planning care delivery, it’s important to understand how visits and shifts align with different care settings to ensure the best outcomes for both Service Users and staff. Here's an overview of how these approaches
A Visit is specific to a Service User, meaning it’s scheduled for a specific individual.
A Shift is more general and isn't assigned to any specific Service User, such as during midnight rounds covering multiple Service Users.
Two ways to add a rota pattern
To add a rota pattern, click on the Rota tab. In the Builder tab, scroll down to the overlay and click on the blue 'Add rota pattern' button. The pop-up screen will display the options 'Add a visit' or 'Add a shift' pattern.
Or to add a rota pattern, click on the 'Add' button in the top right corner of the Builder tab. You can choose whether this is a 'Visit' or 'Shift' pattern from the dropdown menu.
Adding a visit
Step 1: Add Service User and Visit Details
Select Service User Details:
Choose the Service User from the dropdown menu.
Select the Funding Type.
If the service user’s address is listed in their profile, it will auto-populate.
Enter Visit Details:
Choose the Visit Type from the dropdown menu.
Provide a title for the Rota Pattern.
Specify the Number of Team Members required for this pattern.
To add skills and tags, enable optional details.
Optional Step: Add Skills and Tags
Select Required Skills:
Choose a skill from the dropdown menu.
Specify Skill Description
Step 2: Set the Date and Time
Define Visit Timing:
Select the Start Date.
Enter the Start Time and End Time for the visit.
Set Recurrence Pattern:
If the visit is a one-off, select No, it is one-off.
If the visit recurs, select Yes and choose the frequency: Daily, Weekly, or Monthly.
To specify recurrence days, click the blue circles for the applicable days of the week.
Optional – Set an End Date:
If the rota pattern has an end date, tick the box and choose the end date from the calendar pop-up.
Step 3: Save the Rota Pattern
Click the Save button or Save and duplicate button if you would like to copy the visit details.
Please note that this action cannot be undone once a draft rota patten has been saved.
Step 4: Start Draft Rota
Click on Start Draft Rota button
Click the Start rota button to lock in your updates.
Adding a shift
The first step of adding a shift in the system differs to adding a visit. All the other steps of adding a shift are exactly the same as adding a visit. Follow the instructions for step 1 of adding a shift below to add a shift successfully:
Step 1: Add Shift Details
Enter Shift Details:
Select the Shift Type from the dropdown menu.
Provide a Title and Description for the shift.
Specify the Number of Team Members required.