With Scheduling Templates, you can save day- or week- long blocks of your schedules, that can be applied in bulk to future scheduling. Templates are meant to be used in situations where client visits and the carers assigned to them remain mostly the same from day to day or week to week, and it is not necessary to modify visits except in exceptional cases.
When applying the scheduling templates, you will see a notification in the report if for some reason visits were not able to be assigned from your template.
Templates can be created on both a daily and weekly level.
1: Create and use daily scheduling templates
In the day scheduling view, select a date that you want to use as a template
Click the Actions button on the right side
Select Save this date as...
Name the template, we recommend choosing a name you will recognise easily later for this template
Once the template is created, go to the new day you want to apply this template to
This time, from the Actions menu, select Apply a template for this day... and select the template you created from the list
From the preview, make sure the plan is suitable and select Apply
You will see a confirmation that the desired template has been implemented, as well as any possible problems or conflicts found between the current day and the template. You can view unassigned visits from the various tabs at the bottom of the page.
If you expand the unfilled visit area, you can see the Template application report which will also tell you why the visits were not assigned. In the daily view, you can still make corrections and additions manually.
2: Create and use weekly plan templates
Weekly templates are created and applied in much the same way as daily templates. In the Week view, start by choosing a typical week as the basis for your template. Remember, the visits and carers on the template created should be as close as possible to the schedule that you want to build.
Once the template is created and applied following the same steps as above, you can check any conflicts that may have arisen during the implementation of the template, as well as visits that remained unassigned, directly from the reports displayed for the day in question by clicking on the red text for the day:
The weekly view will also flag for you if a carer has been assigned more hours than allowed and you will see the same popover menu as in the day view:
3: Updating a previously created template
Weekly and daily templates can be updated if it happens that visits were left unassigned or new ones are added to the structure of the previously created template.
Assign visits in your desired way
From the Actions menu, select Save this day as template...
Select the name of the template you want to replace with the new template
Confirm that you want to save the new plan over the old one clicking by 'Overwrite' (Note: This action cannot be undone!):
The updated template will now be available
4: Rename or delete a template
To edit the name of a template or to delete it, go to Settings > Scheduling > Scheduling templates and click on the three dots at the end of the row
If you don't use our work shift tab to set carers availability and you also want the system to skip the compliance filter while applying the template, you can enable this option in Settings>Schedule> Scheduling templates
Scheduling Templates: Frequently asked questions
What is the difference between daily templates and Select Day to Copy?
Select Day to Copy will copy any information from one day into another, that means that if a carer was working in the past date and but not working in the target day, the system will assign the visit to that carer even though they have an absence or if they don't have a work shift assigned in the target day.
Also, select day to copy doesn't allow you to copy in a target day with a started/completed or cancelled visits or started or completed events. Scheduling templates, do!
Can I create templates when I have selected teams?
Yes, just use the filter to select the team you want to create the template then create the template with a name that allows you to know that it is for a specific team and then you can apply it to that team only.
Why are so many visits left unassigned when in the template the visits were assigned to carers?
It is very important to make sure all your carers have availability set in their work shift tab. If carers don't have availability, the system won't assign visits to them when the template is applied. If you don't want the system to consider your carers work shift, you can select this option in Settings>Schedule> Scheduling templates.
Also, the system will check if a visit has a compliance requirement, if the carer assigned to the visit didn't have a compliance when the template was saved the system will respect this requirement in the target date or week. The same setting in the Settings> Schedule will allow you to ignore the missing compliances.
New visits: it can be that after saving a template new visits or visit recurrences have been created. These ones will be shown in the unfilled visit area.
The visit is not part of a visit recurrences: The visit doesn't repeat any more. You need to check the repetition rule of that visit or create a new recurrence and create the template from that date when the recurrence will start.
The Visit seems to be part of a recurrence but it is mark as unavailable: For example: You have a visit repeating the first and the third Monday every month and another recurrence for the same client happening on the 2nd and 4th Monday, with the same start time and duration. At first sight, all the visits seems to belong to one recurrence but the 2 recurrences were created because on the 1st and 3rd Monday the carer needs to carry out a set of tasks that are different from the set of tasks the carer will have to do during the visits on 2nd and 4th Monday of the month. If you use the 1st Monday of the month to create a template and then you applied it to the second Monday of the month, that visit won't be assigned because according to the recurrence that visit is needed until the 3rd Monday, and it will be marked as "unavailable" in the report.
What's the difference between unfilled visits and mismatches in the template reports?
Unfilled visits: visits that were not assigned to a carer when the template was saved or new visits or visit recurrences were created in the client's profiles after the template was saved.
Mismatches: those visits assigned to carers and saved in the template but for a specific reason were not assigned to the carer in the target date. You can hover over the mismatched visit to see the reason, for example the visit was outside the assigned carer's work shift.
Please note that the template application report will only populate if there are unfilled visits due to mismatches.
