What raises a suggestion
This page is for coordinators, and lists everything that makes WholeVisit offer a rota suggestion, and what each one offers.
Every suggestion names who it is about in its title, so “Fill the open place” is followed by the client’s name.
Leave approved
Section titled “Leave approved”Raised when a leave request is approved, or when a coordinator books leave (which is approved on the spot). Every visit the person holds inside the leave, from today on, is offered to somebody else. Offers swaps, never cancellations. The suggestion is titled “Cover the visits this leave affects”.
Leave withdrawn or shortened
Section titled “Leave withdrawn or shortened”Raised when approved leave is removed, or its dates are pulled in so some days are free again. Two things are offered: cover that was arranged for those days can go back to the person whose leave it was, and any other open place on those days can be theirs. Offers fills and swaps. The suggestion is titled “Give the days back”.
A support worker blocked by a client
Section titled “A support worker blocked by a client”Raised when somebody is added to a client’s “Never assign” list. The block has already taken them off that client’s upcoming visits, so those places, and any that were already empty, want somebody else. The blocked person is never suggested. Offers fills. The suggestion is titled “Fill the visits this block released”.
The preferred order changed
Section titled “The preferred order changed”Raised when a client’s care team order changes: somebody added, removed or moved. Open places go to the new first choice, and somebody already on a visit who now ranks below a free colleague is offered as a swap. It works on published visits as well as drafts. Offers fills and swaps. The suggestion is titled “Update the rota to the new preferred order”.
A client away from home
Section titled “A client away from home”Raised when a client’s away dates are booked or changed: a hospital stay, respite, time with family. Every planned visit inside those dates is offered as a cancellation. Offers cancellations. The suggestion is titled “Cancel the visits while this client is away”.
A client home early
Section titled “A client home early”Same heading as above, “Cancel the visits while this client is away”, because it is the same suggestion for the same client.
When a stay is ended early, the days that reopen fill back in from the care schedule, and the open places on them are offered alongside anything still to cancel. Offers fills for the reopened days.
A visit cancelled
Section titled “A visit cancelled”Raised when a visit is cancelled. The people who were on it have that time back, so open places on other visits that same day, which one of them could take, are offered with those people as the candidates. Only that day: the cancellation freed one window, not their whole week. Offers fills. The suggestion is titled “Find the freed support workers another visit”.
A visit moved
Section titled “A visit moved”Raised when a visit’s date or times change, or when somebody’s own window on a visit is changed. Everyone on the visit is checked against the new time: anybody who now clashes with another visit, or now sits on a day they are on leave, is offered as a swap, and any open place is offered a fill. Offers fills and swaps. The suggestion is titled “Re-check the crew after the move”.
A place opened by hand
Section titled “A place opened by hand”Raised when somebody is taken off a visit, or when a visit is changed to need more people. Every open place on that visit is offered a fill. Offers fills. The suggestion is titled “Fill the open place”.
A schedule ended
Section titled “A schedule ended”Raised when a care schedule is deleted, one of its recurring visits is removed, or an end date recalls the visits it had drawn. The people those visits had seated have those days back, so open places on those days one of them could take are offered. Offers fills. The suggestion is titled “Find the freed support workers other visits”.
A closed day added
Section titled “A closed day added”Raised when an organisation holiday or closure is booked. Recurring patterns never draw onto a closed day, but a closure booked after the fact lands on top of visits that already exist, and those are offered as cancellations. Offers cancellations. The suggestion is titled “Cancel the visits on the closed day”.
Somebody leaving
Section titled “Somebody leaving”Raised when somebody is removed from the team. Their upcoming places were released as they left, and each is offered a replacement. They are never suggested for anything themselves. Offers fills. The suggestion is titled “Fill the visits this person held”.
Somebody joining, or hours changed
Section titled “Somebody joining, or hours changed”Raised when somebody joins the team, or when their contracted hours are changed. Every open place ahead that this one person could take is offered, in rota order, so they are never offered two places at the same time. Offers fills. The suggestion is titled “Fill the open places they could take”.
What is never offered
Section titled “What is never offered”No suggestion ever crosses a client’s “Never assign” list, offers a visit where care has already been recorded, or touches a day that has already gone.