Validations When Creating a Diary Booking

Mohammed Jamal Updated by Mohammed Jamal

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

When Create Another Booking is checked, the dialog box will persist once the current booking is saved. 

Diary 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 booking Start Date and End 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 It is no longer valid for this provider.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 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 

As the Diary can show up to 7 days, it is possible  staff is listed that are active on a particular day, but not another. When a booking is created or edited, the status and dates of the contract are validated against the dates of the booking. For the booking to successfully save, the contract must be active for the full contract duration. It is not possible to add Diary bookings to: 

  • suspended contracts 
  • not started contracts 
  • finished contracts. 

 

{Staff name} is currently suspended for this contract, and the booking cannot be made. 

 

{Staff name} is currently not started for this contract, and the booking cannot be made. 

 

{Staff name} is currently finished for this contract, and the booking cannot be made. 

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 Diary Availability to ensure the booking is aligned with the staff’s availability. Note, this takes into account the type of Availability and must be valid for Diary 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. 

Settings > Care Provider Setup > Scheduling Setup > Validations > Check Staff Availability is defaulted to ‘Check 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 is defaulted to ‘Valid’. 

If set to ‘Check and Offer Create’, inform the user message ‘XX (staff name) (contract name) is not available at this time - Add a block of diary availability of the type selected below to cover the duration?’, with a drop-down menu showing the configured availability types for the staff member.  

  • If user Selects ‘OK’, add diary availability to cover the duration of the booking, of the type selected by the user  

If user selects ‘Cancel’, inform the user ‘XX (staff name) is not available at this time’ and do not create the booking. 

Settings > Care Provider Setup > Scheduling Setup > Validations > Check Staff Availability set to ‘Check and Offer Create’. 

 

Inform the user ‘XX (staff name) (contract name) is not available at this time’ and do not create the booking. 

Settings > Care Provider Setup > Scheduling Setup > Validations > Check Staff Availability set to ‘Check’. 

 

If set to ‘Warn and Offer Create’, inform the user message ‘XX (staff name) (contract name) is not available at this time - Add a block of diary availability of the type selected below to cover the duration?’, with a drop-down menu showing the configured availability types for the staff member.  

  • If user Selects ‘OK’, add diary availability to cover the duration of the booking, of the type selected by the user  

If user selects ‘Cancel’, create the booking allocated to the staff member, but do not add any new diary availability. 

Settings > Care Provider Setup > Scheduling Setup > Validations > Check Staff Availability set to ‘Warn and Offer Create’. 

 

Inform the user ‘Warn only’ inform the user ‘Warning - XX (staff name) (contract name) is not available at this time’, but allow the remaining booking checks to proceed. 

Settings > Care Provider Setup > Scheduling Setup > Validations > Check Staff Availability set to ‘Warn Only’. 

 

No validation is performed.  

Settings > Care Provider Setup > Scheduling Setup > Validations > Check Staff Availability set to ‘No Check’. 

 

Double Booking 

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

 

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

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. 

 

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

Settings > Care Provider Setup > Booking Type > Clash Actions is set to ‘Prevent’. 

{Staff name} already has a diary booking at this time. Do you want to create this booking anyway? 

Settings > Care Provider Setup > Booking Type > Clash Actions is set to ‘Warn Only’. 

No validation is performed.  

Settings > Care Provider Setup > Booking Type > Clash Actions is set to ‘Allow’. 

Use 'Booking Type: Clash Actions' Setting for Clashes with Schedule Bookings 

When adding an ad hoc Diary booking, there is a possibility this may clash with a Schedule booking that has not been express booked yet. 

 

By default the Booking Type Clash Actions configuration are used, or can be superseded at Scheduling Setup. The user is either allowed, warned or prevented from creating the booking. 

Settings > Care Provider Setup > Scheduling Setup > Validations > Diary Bookings Validation is defaulted to ‘Yes’. 

{Staff name} already has a regular booking in the schedule at this time. Do you want to create this booking anyway? 

When Settings > Care Provider Setup > Scheduling Setup > Validations > Diary Bookings Validation is defaulted to ‘No’. Double-Booking Action is set to  ‘Warn Only’. 

{Staff name} already has a regular booking in the schedule at this time. 

When Settings > Care Provider Setup > Scheduling Setup > Validations > Diary Bookings Validation is defaulted to ‘No’. Double-Booking Action is set to  ‘Prevent’. 

No validation is performed.  

When Settings > Care Provider Setup > Scheduling Setup > Validations > Diary Bookings Validation is defaulted to ‘No’. Double-Booking Action is set to  ‘Allow’. 

Staff Contracted Hours 

Within the Employment Contract it is possible to specify the Contracted Hours per Week. If a value is entered it can be used to validate if a Diary booking exceeds this maximum value. The validation can be configured based on the Type of contract Salaried/Contracted/Hourly/Volunteer. For each type you can specify if a booking is prevent, warned or allowed. 

 

There are additional settings that determine how much the booking duration can be configured in Settings > Care Provider Setup > Booking Type > Working/Contract Time. 

 

Settings > Care Provider Setup > Scheduling Setup > Contract Hours Validations > Salaried/Contracted/Hourly/Volunteer. 

Settings > Care Provider Setup > Booking Type > Working/Contract Time options: 

  • Count full booking length  
  • Cap booking length to Duration (minutes) 
  • Don’t include in “working” hours 

 

{Staff Name} {Contract Name} has exceeded their contract hours for this week, please allocate another staff member. 

Settings > Care Provider Setup > Scheduling Setup > Contract Hours Validations for types Salaried/Contracted the default is set to ‘Check’. 

 

{Staff Name} {Contract Name} has exceeded their contract hours for this week, please confirm that you are happy to exceed this limit. 

Settings > Care Provider Setup > Scheduling Setup > Contract Hours Validations for types Hourly the default is set to ‘Warn Only’. 

 

No validation is performed. 

Settings > Care Provider Setup > Scheduling Setup > Contract Hours Validations for types Volunteer the default is set to ‘No Check’. 

 

 

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  

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