Validations When Creating a Schedule Booking

Mohammed Jamal Updated by Mohammed Jamal

On creation of a booking, a number of validations are performed against the booking details to ensure the Schedule booking is valid. If there is a warning or error,  useful information is provided to help resolve the issue.

Schedule Booking Validations 

Description and User Message Displayed 

Configuration (if applicable) 

Guard Checks 

Mandatory fields are validated and must be populated. 

 

All date fields must be logical. 

 

 

Booking Duration must be a multiple of 15 minutes. 

 

Settings > Care Provider Setup > Scheduling Setup > Validations > Booking Length Unit (mins) is defaulted to ‘15’ minutes. The value controls the interval a booking length is booked for.  

 

The booking must to be a multiple of 15 minutes. 

Settings > Care Provider Setup > Scheduling Setup > Validations > Planned Booking Precision is defaulted to ‘5’ and is not editable. The value ensures a booking starts on a 5 minute past the hour.  

Booking Type Checks 

Based on the current date, the Booking Type validity is checked. It is not possible to create a new booking with an invalid booking Type. However, it is possible to retain an invalid Booking Type when editing a booking, however it is advised to update the value. 

 

Please consider updating the booking type {Booking Type}. It is now invalid, valid to {dd/mm/ccyy}. 

Settings > Care Provider Setup > Booking Type > Restrictions > Valid From/Valid To are optional. 

For the Provider the booking is validated against the allowable Booking Types the Provider is configured to deliver. 

 

Please consider updating the booking type  {Booking Type}. It is no longer valid for this provider. 

Workplace > My Work > Providers > Details > Scheduling Booking Types 

Provider Checks 

The Provider must have Scheduling enable enabled. 

Workplace > My Work > Providers > Details > General > Enable Scheduling? is defaulted to ‘No’. 

Staff Contract Checks 

Depending on the Booking Type Class for the booking, a minimum number of staff must be either allocated or unassigned to the booking. 

 

For Booking Type Classes 1-3, you need to have at least 1 staff member for this booking type. 

 

For Booking Type Class 4, You need to have at least 1 staff member allocated for this booking type. 

 

The staff {staff name} allocated to this booking does not have a valid Employment Contract for this Provider. Please update the staff. 

Settings > Security > System Users > Menu > Employment > Employment Contracts > Responsible Team or WorkAt 

The use of this Booking Type is not currently configured for {staff name}, {contract name}. 

Settings > Security > System Users > Menu > Employment > Employment Contracts > Available Booking Types 

It is possible to allocate a Schedule of bookings to a contract that is suspended. However, the Express Book process will not allocate these bookings until the contract is active. 

 

{Staff name} is currently suspended for this contract, and will not be allocated to this diary booking until this suspension has ended. 

The status of a contract is determined by the date fields in Settings > Security > System Users > Menu > Employment > Employment Contracts.  

It is possible to allocate a Schedule of bookings to a contract that is not yet started. However, the Express Book process will not allocate these bookings until the contract is active. 

 

{Staff name} has not started this contract yet, and will not be allocated to this diary booking until this contract has started. 

The status of a contract is determined by the date fields in Settings > Security > System Users > Menu > Employment > Employment Contracts. 

Staff Availability 

The allocated staff is validated against their Schedule Availability to ensure the regular booking is aligned with the staff’s availability. Note, this takes into account the type of Availability and must be valid for Schedule bookings. Depending on the settings, the user may be shown a warning that can be dismissed, or prevented from allocating the staff and must be updated. 

 

At Booking Type configuration, it is possible to use the setting to Assume Staff Available when set to ‘No’. For booking types that are to internal non-care bookings e.g. Sickness, it is not necessary to have staff availability to add a booking. 

 

{Staff name} - {contract name} is not available at this time. 

Settings > Care Provider Setup > Scheduling Setup > Validations > Check Staff Availability is defaulted to ‘Check and Offer Create’. All the following options function the same for Schedule bookings (Check and Offer Create, Check, Warn and Offer Create). 

 

The Settings > Care Provider Setup > Booking Type > Staff – Non-Contact Time > Assume Staff Available setting is defaulted to ‘No’. 

 

Settings > Care Provider Setup > Availability Types > For Diary Bookings and For Schedule Bookings. 

Double Booking 

The allocated staff is validated against their existing bookings on their Schedule to ensure no regular bookings clash. 

It is possible to supersede clash rules at for each specific Booking Type if required. 

 

{Staff name} already has a diary booking at this time. 

By default based on the Booking Type Class of the Booking Type, the default Clash Actions are listed below. It is possible to supersede the settings for specific a booking type in Settings > Care Provider Setup > Booking Type > Clash Actions. 

 

  

Booking Type Class  

Booking (to location)  

Booking (to internal care activity)  

Booking (to external care activity)  

Booking (to internal non-care booking e.g., annual leave, training)  

Booking (to location)  

Prevent  

Allow  

Allow  

Prevent  

Booking (to internal care activity)  

Allow  

Prevent  

Prevent  

Prevent  

Booking (to external care activity)  

Allow  

Prevent  

Prevent  

Prevent  

Booking (to internal non-care booking e.g. annual leave, training)  

Prevent  

Was this article useful?

Setting Occurrence Against Bookings

Managing Schedule Bookings

Contact