Contents
Scheduling Setup
Scheduling Setup contains system level settings that determine the behaviour of the Scheduling module.
Managing the Scheduling Setup Record
- Navigate to Settings > Care Provider Setup > Scheduling Setup.
The ‘Care Provider Scheduling Setup’ page is displayed:
A default Scheduling Setup record is provided out-of-the-box and can be edited as required.
- Select the record that is displayed to edit the Scheduling Setup.
The 'Care Provider Scheduling Setup' page is displayed:
In the Details tab, you can find the following sections:
- Bookings
- Bookings Validation
- Diary Bookings Validation
- Contract Hours Validation
- Runs Validation
- Auto-Refresh
- Wallchart
- Bradford Factor Report
- Capacity Planning*
- Time Blocks*
- Capacity Planning Default BTC*
Each of these sections would need to be complete for your Scheduling and Rostering. These can be clicked on to navigate to their descriptions in this article.
- Configure the fields on the page as required. Mandatory fields are marked with a red asterisk *.
- Select the Save or Save and Close button once complete.
Bookings
- The Default Public Holiday for Regular Bookings setting determines if the Schedule Booking should be express booked if the booking falls on a public holiday. Select one of the following options from the drop-down:
- The default value of ‘Does Occur’ indicates the booking can occur on a public holiday.
- If changed to ‘Does Not Occur’ then the booking cannot occur on a public holiday.
- The Default Booking Type for Person Absence is a mandatory field which defines the Booking Type that should be used to create bookings from Person Absence records. The available selection is filtered to Booking Types with a Booking Type Class of 'Booking (Service User non-care booking)' and where the Person Absence option is set to Yes. See the Configuring Scheduling and Rostering: Booking Types article for more details.
- The Ignore Induction Status for Scheduling is defaulted to No. This setting is for Care Providers who do not have a separate induction process i.e. a pending applicant becomes fully employed.
- The Valid For Export is a Care Cloud setting currently not in use.
- The Update Booking End Day/Date/Time is defaulted to Yes. This setting determines on edit, when the start day (on a Schedule), date (on a Diary) or start time of a booking is automatically updated based on the duration of the respective end day/date/time. If set to No, the booking end day/date/times will not update and must be manually amended by the user.
- A Default Booking Type Per Staff Role Type must be set to Yes or No depending on the requirements of your organisation. This setting selects a Booking Type on the diary/schedule when the staff with a specific role type is selected.
Bookings Validation
- The Booking Length Unit (mins) determines the duration of a booking unit (in minutes). When a booking is being added, the system will automatically put the End Time exactly the number of minutes defined here from the Start Time.
- The Planned Booking Precision (min) is defaulted to '5' and is not editable. This value ensures a booking starts on 5 minutes past the hour.
- The Check Staff Availability option determines if the validation against the allocated staff's availability is performed and what subsequent actions can be taken if not satisfied. Validation is performed upon saving of a booking against staff availability, to ensure the booking is valid against the allocated staff’s availability type and duration. The following values are available:
Setting | Bookings Functionality | Booking Created? |
Check | Inform the user that 'XX (staff name) (contract name) is not available at this time'. | No |
Check and Offer Create | Inform the user 'XX (staff name) (contract name) is not available at this time'. | No |
No Check | No validation is performed. | Yes |
Warn and Offer Create | Inform the user that 'XX (staff name) (contract name) is not available at this time'. Dialog reads: '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 clicks the OK button, add availability to cover the duration of the booking, of the type selected by the user. If user clicks the Cancel button, create the booking allocated to the staff member, but do not add any new availability. | Yes - on selection |
Warn Only | Inform the user that 'XX (staff name) (contract name) is not available at this time' and give the user the option to accept or cancel the booking. | No |
Diary Bookings Validation
- Select the Yes or No radio button for the Use the ‘Booking Type: Clash Actions’ Setting with Schedule Bookings option.
- When set to Yes:
- Upon saving of an ad hoc Diary Booking, a check for clashed bookings is performed against the allocated staff's schedule bookings and what subsequent actions can be taken if not satisfied.
- The clash actions are defined by the Booking Type and the associated Booking Type Class. See Booking Types section for more details.
- When set to No:
- Displays the Double-Booking Action field with three options to supersede the Booking Type Clash Actions.
- Impacts all Booking Types and it cannot differentiate between Booking Type Classes.
- Select the Double-Booking Action using the drop-down.
Double-Booking Action Setting | Diary Bookings Functionality |
Allow | No validation is performed. |
Warn Only | Inform the user that ‘XX already has a regular booking at this time. Do you want to create this booking anyway?’, with the options to Accept or Cancel the creation of the booking. If there is more than one staff member, list the staff members. |
Prevent | Inform the user that ‘XX already has a regular booking at this time’ and do not create the booking. If there is more than one staff member, list the staff members. |
Contract Hours Validation
Within the Employment Contract, it is possible to specify the Contract Hours Per Week. If a value is entered it can be used to validate if a booking exceeds this maximum value when it is added to the Diary or Schedule.
The validation can be configured based on the Type of Employment Contract:
- Salaried
- Hourly
- Contracted / Contracted - Variable
- Volunteer
For each type you can specify from one of the following values:
- Check: Checks against the total booking length for the week against the Contract Hours Per Week of the Employment Contract.
- No Check: Allows the bookings to be added irrespective of the Contract Hours Per Week.
- Warn Only: Warns the user that the total booking length has exceeded the Contract Hours Per Week.
The Scheduled Booking Weeks to Check is the number of weeks to check the validation against.
Runs Validation
The Match Staff Contract Role drop-down has the following values:
- Match: Matches against the staff contract role.
- Warn if not matched: This will display a dialog when the scheduling run does not match the staff contract role.
The Auto-Extend Duration drop-down has the following values:
- Allow both
- Allow earlier bookings
- Allow later bookings
- Prevent
Auto-Refresh
Use the radio button to set Auto-Refresh to Yes or No. This setting determines if the Scheduling screens are automatically refreshed after a specified interval.
Enter the Auto-Refresh Interval (Seconds) with a value between 30 seconds and 86400 seconds. The value is defaulted to ’30’ seconds.
Wallchart
When the following values are entered the wallchart will be affected in the following way:
Booking Row Height Value | Effect | Description |
1 | Single Booking Row | This is the default row height. |
2 | Double Booking Rows | The row height of the bookings on wallcharts will display over two rows giving you access to more information. |
