If a Visit or Recurrence has been left vacant, you can offer the Visit to an Employee. If the Employee accepts the Offer, you can then assign them to the Visit.
Offering a Vacant Visit or Recurrence to an Employee
To begin, navigate to a Vacant Visit on any schedule page (a Client's individual Schedule, your agency's All-Client Schedule or All-Employee Schedule, or Client Scheduling on a Facility profile). Vacant Visits will be displayed in red.
Click on the Visit and select More Details.
You can also access a list of Vacant Visits from the Workforce Management page. Go to Scheduling>Workforce Management and click on the Vacant Visits tab. Click View on the Visit you wish to offer.
Once you have opened the Visit, click on the Offers tab.
Under the Offer tab, you will see the status of any Offers that have previously been sent.
If the Visit is part of a Recurrence, you will need to select whether you want to send an Offer for just this Visit or the entire Recurrence.
You can also add comments to help selected Employees choose whether to accept the Offer and set a Response Due Time (the date and time by which Employees must respond before the Offer expires).
You have two options for offering a Visit to an Employee. If you know the name of the Employee to whom you wish to send an Offer, click Add.
Next, start typing the name of the Employee you wish to select. When you have selected correct Employee, click Save.
Click Add again if you would like to send the Offer to more than one Employee.
If you would like to use the Employee Finder to help you identify the best Employees to fill the Visit, click Find.
Once you have opened the Employee Finder, you can choose to select different filters, turn on Display Travel Time, or switch to a Calendar view to help you find the right Employee to offer the Visit to.
Click Choose for the Employees you wish to select. Then click Save.
You cannot send a visit offer to more than 200 employees. If more than 200 employees are selected, the +Add and Send Offer buttons will be disabled. If you hover over the disabled buttons, the following warning will be displayed: Cannot add more than 200 employees to a visit or recurrence offer. (Note that you will be able to select more than 200 employees using the employee finder but will not be able to send the offer until some of the employees are removed.)
When 200 employees are added to an offer, the Send Offer button will be enabled but the +Add button will be disabled to prevent you from adding more employees.
If your organization is using visit offer notifications, a yellow warning icon with a tooltip will appear next to the employee’s name if an email address or phone number is not configured for one of the employees to whom you are sending an offer.
A warning will also appear next to the employee’s name if notifications have not been configured for one of the selected employees.
When you have added all the Employees to whom you wish to send the Offer, click Send Offer.
The status of the Offer will now change to Pending.
The Offer tab will indicate how many responses you have received in proportion to the number of Offers sent.
Under Selected Employees, you can view the individual responses of the Employees who received Offers.
Once an Employee accepts the Offer, you will be able to assign them to the Visit by clicking Assign.
Re-sending an Offer
If you need change to the details of the Offer, make the necessary adjustments and then click Re-send Offer.
You will have the option to send the Offer only to newly added Employees or to send to all selected Employees and clear any responses that have already been received.
This option will only be shown when a new Employee is added to the offered list or when an Employee who had previously declined was removed from the list and re-added.
When sending an Offer only to added Employees, system will:
- Send the Offer only to Employees with Not sent next to their names.
- Set a new Response Due Time for all active Offers (Expired Offers will become Pending again).