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.
Adding a rota pattern
To add a rota pattern, click on the 'Add rota pattern' button in the top right corner of the Rota Builder tab. You can choose whether this is a 'Visit' or 'Shift' pattern from the dropdown menu.
Starting your draft rota
To start your draft rota, first click on the Rota tab. In the Rota Builder tab, click on the blue Start Draft Rota button.
The pop-up screen will display the selected dates for the draft rota; click on 'Start draft rota' to process:
Please note that this action cannot be undone once a draft rota has been started.
Adding a visit
Step 1: Complete the 'About' Tab
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.
Proceed to the Next Step:
Click the Next button to move to the Skills and Tags section.
Step 2: Add Skills and Tags
Select Required Skills:
Click the Add a Skill button.
Choose a skill from the dropdown menu.
Specify Team Member Requirements:
Enter the Minimum Number of Team Members required for the selected skill.
Add Additional Skills (if needed):
Repeat the process by clicking Add a Skill for each required skill.
Proceed to the Next Step:
Click the Next button to continue.
Step 3: Assign Team Members
Select Team Members:
Use the dropdown menu to assign team members.
Optional – Skip Team Member Assignment:
If you prefer to assign team members later, you may skip this step.
Proceed to the Next Step:
Click the Next button to move on to setting the visit schedule.
Step 4: 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.
Save the Rota Pattern:
Click the Save button.
Step 5: Confirm Overlapping Rotas
If the start date overlaps with an existing rota:
Choose whether to generate visits for the overlapping week or not.
Finalise Changes:
Click the Confirm button to lock in your updates.
Adding a shift
Adding a shift in the system follows a similar process to adding a visit, with four tabs to complete. The primary difference lies in Step 1. Follow the instructions below to add a shift successfully:
Step 1: Complete the 'About' Tab
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.
Proceed to the Next Step:
Click the Next button to move on to the Skills and Tags section.
Steps 2, 3 and 4 are the same as 'Adding a Visit'.