Contents

Offer Bookings

mark.thompson@oneadvanced.com Updated by mark.thompson@oneadvanced.com

The Offer Bookings feature can be used to send information about a booking to the Mobile App User that you would them to consider being assign to work on. This can be done from the Person, Staff and Provider Diary Roster Screens.

Set up

The "Offer Bookings" Business Module is disabled by default. Users can enable it by contacting the Support Team.

Offering Bookings One At A Time

To offer each booking individually select an existing booking or create a new one and choose a Booking Type (ones which allow Staff members to added are valid for Offer Bookings). Then select the "Manage Staff Offers" button:

Then, Select the Staff Members to send the Offer to:

These will now appear in the "Staff Booking Offered To" box on the Main Booking "Rostering" Tab:

When you save the booking at this stage, it will be created as "Unassigned" because, although staff members have been offered the booking, none have been assigned yet.

After saving, you can continue to offer the booking to additional staff members until it is confirmed.

If staff members have not yet responded to the offer, they can be removed at this point. In such cases, the staff member will not see the offer if they haven't already. However, if a staff member has already responded, they cannot be removed, and the following message will be displayed:

The Mobile App now features a new Home Screen, allowing users to easily switch between 'My Bookings' and 'My Offers'. '

My Bookings' directs users to a list of their assigned bookings, while 'My Offers' takes them to a section where they can view and manage the offers they've received.

In the Web Application, once responses start coming in from the Mobile App, a new 'Manage Staff Responses' button becomes visible, and a 'Staff Offer Responses' tab is added, enabling efficient management of staff responses:

When selected the user is taken to the Staff Offer Responses" tab where they can view and action the Responses so far:

From here the User can assess the responses and then choose which Staff to "Assign to Booking":

Once staff are assigned, they will be listed in the 'Staff' box on the Rostering tab, and the corresponding number of 'Unallocated' staff members will be removed. When the user clicks 'Save Changes', the booking will undergo the standard validation checks to ensure accuracy and consistency.

If the validation changes or the users changes their mind they can revert the assignment by removing the Staff Member on the screen above or via the "Reset Changes" button on the "Staff Offer Responses" tab.

When a Staff Member is assigned and the record saved, they are removed from the "Staff Offer Responses" tab.

In the Business Object (available from Advanced Search) each offer and their Status can be seen in separate records. The statuses are:

  • "Accepted (Manager)" where a Staff member was Assigned to the Booking from a Response
  • "Accepted (Carer)" where the Staff Members Accepted the Offer for the Booking but has not yet been assigned. If the Booking is now confirmed this can be considered as a Staff member who wanted to do the Booking but was not selected.
  • "New" where an offer was made to the Staff Member but they have not yet responded (these will no longer appear in the Mobile App when the booking is confirmed)
  • "Cancelled" where an offer was made to the Staff Member but then removed from the "Staff Booking Offered To" before the Staff member responded
  • "Rejected (Carer)" where the Staff member declined the booking offer

Once the booking is Confirmed (rather than Started or Ended for an individual Staff Member) the Staff Offers Buttons and Tabs are disabled:

Bulk Offer Bookings

The above can also be done for many bookings in one go using the "Offer All Unallocated Bookings" feature.

This will select all Bookings currently on screen (including any Filters applied) that have 1 or more Unallocated Staff slots assigned to them. The offer will go to ALL Staff which have an active contract at the relevant Provider for the screen being used. This will not exclude Staff based on current availability , training requirements or any other validations. This is in case the offer receiver wants to do additional work outside their normal availability or gain additional training. However when the responses come back the validations will apply when trying to assign the Staff members to a booking.

The feature has a limit of 100 bookings to be offered at once and 50 Staff to be offered a Single Booking. This is to avoid performance issues and limit the impact of any mistakes made by a user using the feature.

On clicking the button a message is displayed to inform the user of an estimation of the number of Bookings and Staff the action will create and an option to proceed or not based on this:

First Responder Feature

There is an option to allow the System to automatically assign the Staff who respond first to each booking. This should be used with caution as there will no longer be a 2nd Person checking the responses and assigning based on suitability.

To turn on this Navigate to Settings > Scheduling setup> ' Bookings' section - " Auto Assign Bookings to Fastest Response" - set to Yes

Was this article useful?

Contact