Visit Runs allow you to save a series of visits in a particular order that can be assigned to carers with one click. This saves managers from having to manually assign the same visits every day.
See the clip below explaining the process of creating and assigning runs, and the step-by-step instructions below.
Setting up Runs
Drag a box around a series of assigned visits
Click Add to a run
Under Create new run, name your run
Click Create button
The run now saves at the bottom of the screen in the Runs section
Assigning Runs
When you have set up Runs, they will be visible on future days of the Schedule page, selectable from the bottom of the screen.
Go to the relevant day
Click the Runs section at the bottom of the page
Find the run and click the Select carer drop-down, and select the carer
The visits will move up to the carer's line on the schedule
If visits aren't available that day (for example, the repetition does not require the visit on the particular day or the client has an absence on their calendar for that day) then the system will notify you of this:
Editing Runs
Delete an existing Run: click on the 3 dots at the end of each Run where you can either rename the Run or delete it
Add a new visit to an existing run: you would need to assign the visit or the visits in the scheduling page and then you can individually select each visit using your mouse or you can select all the visits you need. Then from the pop up window, select 'Add to a Run' and 'Append to a Run' to proceed to choose the run from the drop down list.
Removing a visit from a run: Open your runs and click on the visit that you would like to remove:
Frequently Asked Questions about Runs
"I have to change the starting time of a visit but this visit was already added to a Run previously. Do I now have to update everything manually?"
If you make any change to a recurring visit, that change will automatically apply to the Run as well.
For example, you are changing the start time of the visit by 30 minutes on April 11th and apply it to all visits going forward. The original visit will be part of the Run until April 10th, after which the visit with the new start time will appear in its place.
"A client's recurring visit has an end date. What happens with the Run after the end date is reached?"
The visits will be automatically cleared from the Run after the end date has been passed.
”I don't see all of the Runs that I know our company has. What happened to them?"
From the upper left-hand corner, please check if you are viewing all the teams or just a particular team. Runs are filtered by the team selection.
"The entire Run says Not available today. What does it mean?"
The entire Run may already be assigned to a carer, in which case there is nothing more to do on the Runs section. You can assign a single visit to a different carer manually on the Scheduling view.
"Some visits require more than one carer. Can I still use Runs for these visits?"
Yes, you can. When a double-up visit has been added to a Run, it will remain partly unassigned in the series until all of the required carers have been added. You can add the additional carers on the Scheduling view or directly in the Runs:
"My client is in the hospital on a day when we would normally visit him. What happens to this visit?"
If you have already assigned the Run to a carer, this visit will be released when you add an absence to the client's calendar. The Run will then say Not available today for this particular day but it will be active again on other days when the client is available again.