Copy, reset and auto-fill

This page is for coordinators, and covers the three buttons that change a whole week at once: “Copy last week”, “Reset to templates” and “Auto-fill”.

All three work the same way. Opening the dialog asks what the change would do and shows you the answer before anything is written. Confirming runs exactly the same thing for real, so the numbers on screen are the numbers that land. Each one can be taken back afterwards from the “Recent changes” strip above the grid.

“Auto-fill” is a button on the rota’s toolbar at both widths. “Copy last week” and “Reset to templates” sit in the “More” menu.

Copy last week

Copies last week’s visits onto the week you are looking at, as drafts. Anything already on the week is left alone.

1. Select “Copy last week”.
2. Read the preview.
3. Select “Copy 12 visits” to go ahead, or “Back” to leave the week as it is.

The preview opens with what will happen, either “12 visits will be added as drafts.” or “Nothing to copy: every visit from last week is already on this week.”

Under it, only the reasons that apply are listed:

• “3 already on this week, left as they are.”
• “2 not copied: they fall on closed days or holidays.”
• “1 not copied: the client is away.”
• “1 not copied: that client is no longer with you.”
• “2 places left open because those workers no longer visit these clients.”
• “1 place left open because that worker has left.”
• “1 place left open because that worker is on leave.”

The last three matter most. A week from the past carries people the present has ruled out, so their places copy across empty rather than putting somebody back where they must not go. Visits the copy created wear a “Copied” badge on the grid for the rest of your session.

To take it back, select “Undo copy” on the “Recent changes” strip. Anything with care already recorded against it stays, and the strip says so: “2 stayed, because care was delivered.”

Reset to templates

Puts the week back to exactly what the care schedules set out, nothing more and nothing less.

1. Select “Reset to templates”.
2. Read the preview.
3. Select “Reset week” to go ahead, or “Back” to leave the week as it is.

The preview lists what it would do:

• “3 hand-made or copied visits will be cancelled.”
• “1 cancelled visit comes back.”
• “5 visits return to their template times and workers.”
• “2 visits stay, because care was delivered.”

If the week already matches, it says “Nothing to reset: this week already matches its templates.”

A line in red appears when the week has been published: “2 of these are already published. The people working them will be told.” That is a warning, not a block. Going ahead is your call, but nobody finds out by accident.

Days already gone are never touched, and neither are visits with care recorded against them.

To take it back, select “Undo reset” on the “Recent changes” strip. The strip then says what came back, what was cancelled again and what returned to how it was.

Auto-fill

Fills every open place in the week with the person best placed to take it, and tidies the rest: a visit held by somebody who is not the best-placed person the rota can name is swapped for whoever is, by the same order auto-assign uses on one visit. Somebody who can still take the visit is only moved for a person strictly better placed, never on a tie, and never merely taken off. Somebody who no longer can (on leave, blocked by the client, not one of their days) is swapped for anyone who can.

1. Select “Auto-fill”.
2. Read “Who goes where” and “Who is swapped”.
3. Select “Fill 6 places”, “Swap 2 people”, or “Fill 6 places and swap 2” to go ahead, or “Back” to leave the week as it is.

The preview says “6 places will be filled.” and “2 people will be swapped for somebody better placed.”, and where nobody can be found, “2 places have nobody free, so they stay open for you.” Under “Who goes where” is one line per place: the day, the time, the client and who would take it. Under the swaps heading is one line per swap: the day, the time, the client, who comes off and who goes on. Anything on a published visit, a fill or a swap, is shown in red, with “1 of these is on a published visit. That person is told straight away.” A swap on a published visit tells both people their week changed.

Where nothing can be done it says “Nothing to fill or swap. Every place this week is taken by the best-placed person, or nobody is free.”

Who gets chosen follows one order everywhere in WholeVisit: the pattern’s preferred people first, then the client’s care team, then who has seen the client recently, then who has hours spare. Somebody blocked by the client, on leave, no longer with the organisation, or already out at that time is never chosen. Being over contracted hours lowers somebody’s place in the order but does not rule them out, and it is always shown.

To take it back, select “Undo auto-fill” on the “Recent changes” strip. Because the fill was the last thing that happened, the toolbar’s “Undo” (or ⌘Z) takes it back too, the whole fill at once: the filled places empty and the swapped people go back. Places where care has since been recorded stay filled.

Auto-assign one visit

The same thing for a single visit. Open the visit — its chip on the grid, or its row in the day planner on a phone — and select Auto-assign. Open places are filled and seated places are looked at again: anyone who is not the best-placed person the rota can name is replaced, by the same order auto-fill uses, and the toolbar’s “Undo” puts the seats back as they were. Somebody who has already checked in stays. When the visit already has the best-placed people it says so.

When nobody can be seated the button says why in a sentence: “1 place is still open: on leave that day, on another visit at that time.” The reasons are the ones the rota gave the people it turned away — “must not visit this client”, “on leave that day”, “on another visit at that time”, “not one of their working days”, “the client is away from home”, “the organisation is closed that day” — or “nobody on the roster can take it” when there is nobody to ask.

Recent changes

The strip above the grid holds the last copy, reset and auto-fill of this session, newest first, each with its own way back. When one is undone, its row is replaced by a line saying what the undo did.

The strip is for this session only. Yesterday’s copy is this week’s rota now, not a change waiting to be reversed.