Adding and editing visits

This page is for coordinators, and covers adding a visit by hand, putting people on it, moving it and cancelling it.

Add a one-off visit

Recurring visits come from a client’s care schedule. Use this for the extra visit that is not part of the pattern.

Select “Add visit” at the top right of the rota.
Choose the person under “Client”. The list searches as you type.
Set “Date”. In day view it opens on the day on screen, otherwise on the first day of the week you are looking at.
Set “Starts” and “Ends”.
Turn on “Needs more than one worker” if two or more people must attend, then set how many.
Write a “Note for the door” if there is something the support worker should know before knocking: what the visit is for, or what is different today.
Select “Add visit” to save.

The visit lands as a draft. Nobody is told about it until you publish the week.

Open a visit

Select a visit tile. On a desktop a small card opens beside the tile; on a phone the same card opens as a dialog over the list. Either way it holds the glance and the quick acts: the client’s name, the date and times, anyone already on the visit, any warnings, “Assign to…”, the bin to take somebody off, “Auto-assign”, and one “Open visit” button.

“Open visit” takes you to the full visit record. That is where the times are changed, a note for the door is written, somebody is replaced, the visit is cancelled, and what was delivered and the audit trail are read.

A note for the door

Select “Open visit” and write under “Note for the door”, then select “Save note”. Up to five hundred characters: “collect the prescription on the way”, “key with the neighbour today”, “escort to the GP at 11”. The support worker reads it at the top of the visit sheet, marked “From the office”, before anything else. A note on a recurring visit in a template goes onto every visit it makes; a note written on one visit stays on that one.

Put somebody on a visit

On a desktop you can drag. In week view, choose the “Support workers” tab and drag the tile onto that person’s row. In day view, drag the block into their lane.

The picker does the same job and works everywhere, including on a phone.

Open the visit.
Select “Assign to…”.
Search for the person, or take one of the names at the top.
Choose them.

The client’s care team comes first in the list, in the client’s own order, each marked “Preferred”.

The warnings before you choose

Each name in the picker carries what taking this visit would mean for that person:

“On leave this day”
“Would go over their contracted hours”
“Already on another visit at this time”
“Tight travel from another client”, meaning under fifteen minutes between two different doors
“Must not be assigned to this client”

The first four are warnings. They are shown, and the decision stays yours.

The last one is a wall. Anyone on the client’s “Never assign” list is greyed out in the picker and cannot be chosen, by drag, by picker, by auto-fill or by any bulk action.

Replace somebody

Select “Open visit” to go to the visit record.
Select “Replace…” beside the person coming off.
Choose who takes the visit instead.

“Replace…” is not offered once that person has checked in.

Take somebody off

Open the visit.
Select the bin beside their name (“Remove”).
Select “Remove” in “Unassign this worker?” to confirm.

The place opens again, and the rota raises a suggestion offering to fill it.

Move a visit

Drag the tile onto another day. In day view, drag the block sideways to change its times; times snap to fifteen minutes, and dragging the right edge changes only the end.

A visit belongs to its client, so it cannot be dragged onto another client’s row. The rota says so and puts the tile back.

On the support worker axis, dragging a tile to another person’s row moves the visit and the person in one go. That counts as one change, so one undo takes all of it back.

To change the times without dragging:

Select “Open visit” to go to the visit record.
Set “Starts” and “Ends”.
Select “Save times”.

Moving a visit makes the rota re-check the people on it against the new time, and raises a suggestion if the move left somebody clashing or a place open.

Undo

An “Undo” button appears on the toolbar after a change (under “More” on a phone), and Ctrl+Z (Cmd+Z on a Mac) does the same. It steps back through assignments, removals and time changes made in this session. It is left alone while you are typing in a box or a dialog is open.

Cancel a visit

Select “Open visit” to go to the visit record.
Select “Cancel visit”.
Select “Cancel visit” again in “Cancel this visit?” to confirm.

The visit leaves the rota. Nothing is destroyed: the audit trail keeps its history, and the people who were on a published visit are told it was cancelled. The cancellation frees their time, so the rota offers them somewhere else to go that day.

Why delivered care cannot be cancelled or unassigned

Once care has been recorded against a visit, that visit is a record rather than a plan.

Recorded care means a check-in, a ticked task or a medication answer. Any of those and:

cancelling the visit is refused, with “Care was delivered on this visit, so it stays on the record.”
taking that person off is refused, with “Care was delivered on this assignment, so the record stays. Amend the delivery instead.”

Correcting what happened is a different door: open the visit and amend the delivery, which asks for a reason and keeps the original values in the audit trail.

Changes to a published visit

A published visit has been sent to the people working it, so changes to it are not silent.

Putting somebody on, or taking somebody off, emails that person straight away.
Cancelling it emails everyone who was on it.
Any other change marks the visit “Changed since publishing”, the amber dot, until you publish the week again.

None of those emails carry client names, addresses or health details. They say what changed and when, and link into the app.

After care is recorded

Once somebody has checked in to a visit, its date and times stay as they were planned: the check-in, the ticks and the medication answers were made against that plan. Trying to move or re-time it answers “Care was delivered on this visit, so it stays on the record.” You can still add a place to the crew. The same holds for one person’s own window on a double-up: once they have checked in, it stays. To correct what actually happened, amend the delivery record on the visit instead.