Publishing the week

This page is for coordinators, and covers publishing a week: what it sends, to whom, and what happens when a published visit changes afterwards.

Draft and published

A draft week is yours. You can build it, move it about and change your mind, and nobody outside the office sees any of it.

A published week is everyone’s. Support workers see their own published visits in “My week” and nowhere else, so a visit nobody has published is a visit nobody has been asked to do.

Draft visits are drawn with a dashed border on the rota, and the legend calls them “Not yet published”.

Publish the week

The “Publish week” button carries a count of everything in the week that has not been sent yet.

1. Select “Publish week”.
2. Read who it goes to and any warnings.
3. Select “Publish”, or “Back” to leave it unpublished.

The dialog says how many visits will become visible, for example “12 visits will become visible to the people working them.”, and names the clients whose visits go out under “3 clients’ visits go out”.

If anything in the week still needs attention, a line in red says so: “2 visits still need attention. Publishing anyway is your call.” It never stops you. Publishing a week with an open place or a clash is sometimes the right call, and the warning makes it a decision rather than an oversight.

Publishing always covers the week you are looking at, including when you are in month view.

What publishing sends

Publishing takes every draft visit in the week, and every published visit marked “Changed since publishing”, and makes them the version people work to. The dashed borders and amber dots clear. WholeVisit also keeps a copy of the week exactly as it was sent, which is what lets a later publish say what actually changed.

Only the people whose own visits changed in this publish are emailed. Nobody else is disturbed.

• The first publish of a week tells each of them the week is ready, and how many visits they have in it.
• A later publish tells each of them what moved in their own week, as counts: how many were added, how many were removed and how many moved.

What a later change sends

Once a week is published, changes to it are not silent.

• Putting somebody on a published visit emails them straight away, as a new visit.
• Taking somebody off emails them that they have come off one.
• Cancelling emails everyone who was on it.
• Any other change (the time, the date, the number of people needed) marks the visit with the amber “Changed since publishing” dot. Nothing is sent until you publish the week again.

No email carries a client’s name, address, medication or health details, and neither do the logs. Each one names the organisation, the date and the time, and links into the app, where the reader has to sign in and where the record shows who looked at it.

The recent changes strip

Bulk changes to the week (“Copy last week”, “Reset to templates” and “Auto-fill”) appear on a ruled strip above the grid, newest first, each with a way to take it back. When a published week is affected, the dialog says so in red before you confirm. See Copy, reset and auto-fill.