Organisation settings

This page is for owners, admins and registered managers. It covers the settings that shape every rota view: your organisation’s name, the day your week starts on, the days you are open, the hours the day view shows, and your timezone.

Find it under Settings, then Organisation. The page has three tabs:

• Organisation — the name.
• Operating — the week start, open days, hours and timezone.
• Timings — how long the platform waits before it calls something late, tight or due.

The tab you are on is in the address, so you can link somebody straight to the operating settings rather than to the top of the page.

Organisation: the name

Owner only. How the organisation appears across the platform. Change it and press Save; the page confirms with Saved. and clears the confirmation after a few seconds.

An admin sees the line “Only the owner can rename the organisation” instead of the field.

Operating: how your weeks run

Owners, admins and registered managers. Change what you need, then press Save; “Saved.” appears beside the button for a few seconds. Each field changes what the rota looks like as soon as it is saved.

Week starts on

Which day is the first column of the week view, and which day a week is counted from everywhere else in the platform. Any of the seven days.

Changing it re-cuts the weeks. Visits do not move; the boundaries around them do, so a week that was Monday to Sunday becomes, say, Sunday to Saturday.

Open days

One row per day, in your own week order, each with a switch reading Open or Closed. Closed days show in red.

A closed day cannot hold a visit. Try to plan one and the platform refuses with “The organisation is closed on that day”, and recurring care schedules skip it.

You cannot close your last open day. An organisation that is never open has no rota to plan.

Opens at and closes at

The hours the day view draws. They set the top and bottom of the day column, not a rule about when care can happen. The defaults are 06:00 and 23:00.

Timezone

The clock the whole organisation runs on. Every “today”, every late alert and every medication due window follows it, wherever the phone recording the visit happens to be. Search for your timezone in the box; the default is Europe/London.

Set this before you plan anything. Changing it later re-reads existing times against the new clock.

Out-of-hours contact

Who to ring when the office is shut, as a name and a number. It goes on the emails sent when an alert has waited too long (see Alerts), so whoever receives one knows who is holding the phone. It is the organisation’s own line, never a client’s detail.

Pay period

How often payroll runs: every week, every two weeks, every four weeks, or the calendar month (the default). The timesheets page opens on the current period and steps between periods, and an approved period’s hours stop moving — see Timesheets. For the two multi-week cycles a second field, “A day a pay period starts on”, anchors the count; it is set to this week when you choose the cycle, and you can move it to any first day of a real period.

Timings

Owners, admins and registered managers. Sixteen numbers that used to be fixed for everybody. Change as many as you like, then press Save; “Saved.” appears beside the button for a few seconds. Each has a range the platform refuses to go outside — the range is under the field so you see it before you are told off. The Operating pane works the same way: week start, open days, hours, the out-of-hours contact and the timezone all wait for Save.

Setting	Default	What it decides
Minutes before a visit counts as late	15	When a visit with nobody checked in raises an alert. Also the “late” column of the team performance report.
Days ahead to remind you to publish	7	How far ahead a week with work in it, that nobody has published, raises an alert. 0 turns the reminder off.
Days of rota planned ahead	42	How far ahead visits and on-call cover are created from your templates.
Minutes allowed between visits for travel	15	Two visits closer together than this are flagged as tight. When both addresses are on the map, the estimated drive between them is used instead if it is longer.
Days after a visit it can still be checked into	1	0 means the day itself only. Use 1 if your visits run past midnight. Check-in never opens the day before.
Minutes a visit can run before check-out is refused	720	A check-out later than this after arrival is refused, and the visit goes on the alerts shelf as “Visit still checked in” for a coordinator to amend. Raise it for sleep-ins.
Months between care plan reviews	6	How long after a review, or after a plan was written, its next review falls due. Overdue reviews go on the alerts shelf and are counted on the retention report.
Months between supervisions	3	A supervision or appraisal recorded without a next date is due again this long after it was held.
On-call allowance per stretch, in pence	0	Recorded on each stretch when somebody is put on call, for payroll. 0 means nothing is recorded.
Minutes before a waiting alert turns red	60	How long an alert can sit unanswered before it reads as overdue — and when the coordinators are chased about it.
Minutes before the owner and registered manager are told	240	How long an alert can wait before it is escalated past the coordinators.
Hour the daily summary email goes out	7	When each person’s one-a-day email counting their updates is sent, on your clock.
Weeks of on-call history counted for fairness	12	Whoever has been on call least over this many weeks is offered a stretch first.
Days of visit history counted for continuity	28	Seeing a client within this many days makes somebody a better match for them.
Hours assumed when none are recorded	40	Used to work out spare capacity for somebody with no contracted hours set.
Days an invitation stays open	14	How long after the email goes out that signing in with that address still joins. After it, somebody has to re-invite them. Re-sends are one an hour.

Three things worth knowing.

Changing one changes what the record means. Move the late threshold from 15 to 30 and visits that would have been late are not — including on reports of weeks already worked. The reports read with today’s number, not the number that was set at the time.

So every change is on the record. Who changed a threshold, from what to what, and when, is in the audit trail like any other change. If an inspector asks whether a particular visit was late, the trail can say what the threshold was that month.

What is not here is deliberate. How the platform weighs one worker against another for a visit — the client’s care team, continuity, spare hours — is not a set of dials. The windows those things are measured over are yours; the arithmetic between them is not, because a scoring function nobody can picture is one everybody would break.

Reminders to publish

If a week that has work in it is not published, an alert appears on the Alerts page — “A week is not published”, with the week and how many visits are waiting. It appears once per week, not once a night, and stops once the week itself has started.

It is not a nag about weeks you have not planned yet: a week with nothing in it is quiet, not unpublished.