Before we start: Please ensure you've set up your team member (carer) & (service user) client profiles with skills and needs, if not, or you're just unsure, it's worth checking the following articles in our Set-up for Rostering series: Setting up team members and setting up service users.
Glossary
Visit – A rota event assigned to a specific client/service user.
Shift – A rota event not assigned to a specific client/service user.
Pattern – A repeating rota event, could be a visit or shift.
One-off – A single event, visit or shift that does not repeat.
Important: To start creating rota events, remember to start your rota in draft, you'll find this button on the middle of the rota builder screen.
Creating a rota event
There are a couple of ways to create a rota event – either in the "Rota Builder" or the "Manage Patterns" sections of Rostering – look for the “+ Add” button” shown below and select Visit or Shift.
Creating a visit or visit pattern
Once you've selected "+Add" the following box will pop-up for you to fill in all the details.
To help you understand exactly what these sections mean and how they will impact your rota, read the table below the screenshot.
Funding type | Select the funding type, this will be limited to the types available in the service user’s profile.
To change funding types, go to your service user’s profile and edit within “Care package” - Not done this yet? - read setting up service users. |
Address | You’ll be able to select the addresses in the service user’s profile, held under “General information” |
Type of visit | Select a type of visit or add your own. |
Team members | Select the team members you’d like to assign to this visit. Not done this yet? - read setting up team members |
Optional details | Skills required – Select the skills required by the team members assigned to this visit.
To add new skills, please check your site settings for Needs and skills, only Group Admin will be able to add new skills or needs.
Description – Add any relevant details. |
Make recurring | Create a rota event and turn it into a repeating event (pattern) by checking this box. |
Save and duplicate | Use this event as a template for others by saving and duplicating |
Creating a shift or shift pattern
Shifts work similarly to visits except they won't be assigned to a service user.
Type shift | Select the type of shifts or add your own |
Title | Name your shift, this will be seen from your rota builder screen |
Description | Add more notes |
Type of visit | Select a type of visit or add your own. |
Team members | Select the team members you’d like to assign to this shift |
Make recurring | Create a rota event and turn it into a repeating event (pattern) by checking this box,
|
Save and duplicate | Use this event as a template for others by saving and duplicating |
Cancelling rota visits or shifts
You will be able to cancel and visit or a shift quite easily if no one has clocked in yet -
Simply click into the rota event and look for the cancel button - this cancellation will update in the Care Office and App at the same time.
if someone has clocked in to an event, you won't be able to cancel the event.
You will be greeted with the following screen - simply fill in the details and click cancel visit to complete the cancellation.
What should I read next?
📲 Ready to publish your rota? - read here for more
⚠️ Rota warnings – If you’re seeing a rota warning, read here for more