How do I configure Scheduling at the system level?

Scheduling System Settings include the following:

• Overtime Rule
• Default Employment Type
• Default Employee Capacity Settings
• First Day of Week (Scheduling)
• Mastering Period (in Days)
• Prepare Past Visit Limit (In Days) and Continuity Metric Past Visit Limit (In Days)
• Future Scheduled Employees to Be Notified (In Days)
• Send Late Clock-In Alert After (In Minutes)
• Start Late (In Minutes)
• Shift Percentage Coverage (Ex : 90)
• Employee Capacity Settings
• Care Time Different Than Duration
• Show Service Start and End Date on Client Calendars 
• Show Recertification Period on Client Calendars
• Recertification Period (in Days)
• Schedule Default Slot Duration Settings
• Limit to show Visits over Multiple Days (Month & Episode Views)
• Client Schedule Views
• Client Schedule Default View
• Default View on Client and Employee Schedule
• Default View on Facility - Client Schedule and Facility - Employee Schedule
• Default Employee Availability/Default Facility Availability
• Default Offer Response Due Time (In Hours)
• Active Scheduling Notifications
• Employee Finder Default Tab
• Default Filters in Facility Finder/Default Filters in Employee Finder
• Split Recurrences Default
• Visit Verification Default End Time Delay
• Auto-Update Visit Start Time to First Clock In Time
• Export Client Schedules Employee Naming

To view settings around scheduling, go to Settings > System Settings > Scheduling.

Overtime Rule

Set a default Overtime Rule to apply to all Employees.

Choose from among the enabled Overtime Rules created in Accounting > Accounting Settings > Overtime Rules. 

Note that even if the rule is disabled subsequent to being chosen at the system level, the rule will still apply during Payroll.

This system-level Overtime Rule can be overridden for individual Employees in their profiles.

Learn more:

• How do I set up/Disable Overtime Rules?
• How do I set a custom Overtime Rule for a specific employee?

Default Employment Type

Set an Employment Type default to apply to all Employees.

Choose from among the Employment Types created in Accounting > Accounting Settings > Employment Types. 

Learn more:

• How do I create Employment Types?
• How do I pay my employees holiday rates for visits when I run payroll?

Default Employee Capacity Settings

• Default Employee Minimum Daily Capacity
• Default Employee Maximum Daily Capacity
• Default Employee Minimum Weekly Capacity
• Default Employee Maximum Weekly Capacity

Enter quantities of hours to set daily and weekly defaults for minimum and maximum amounts of scheduled hours for Employees. Overrides can be set on individual Employees in their profiles. 

Learn more:

• How do I set my Employee's Capacity?

First Day of Week (Scheduling)

Set the first day of the week in monthly or weekly calendar formats.

Mastering Period (in Days)

This field determines the number of days in the future that recurring visits will be shown on clients' calendars. 

This has to do with how AlayaCare creates visits in the schedule. For performance reasons, not all the visits until the end of a recurrence will necessarily be created immediately. For example, if a recurrence is scheduled to run for the following year, but the mastering period is set at 60 days, visits for the recurrence will only be created for the first 60 days when the recurrence is first saved.

Subsequent visits are projected periodically according to the length of the mastering period every week (early Saturday morning in most regions). For example, if a recurrence is scheduled for the following year and the mastering period is set at 60 days, visits will be created for the first 60 days when the recurrence is set. Every Saturday morning that follows, new visits will be added to the calendar up to 60 days in the future. Learn more about the mastering period.

Prepare Past Visit Limit (In Days) and Continuity Metric Past Visit Limit (In Days)

1. Set this metric to some number of days x.
2. Open the Employee Finder or the Facility Finder when scheduling a Visit for a Client.
3. The Continuity of any Employee or Facility will calculate the percentage of the Client's Visits over the past x days with that Employee or at that Facility.

Note that this setting only limits visit creation in the past for users who do not have this permission. If you remove this permission from the role, the user will no longer be able to create past visits. 

Future Scheduled Employees to Be Notified (In Days)

Set the number of days when employees with a scheduled visit in the future will be notified.

Send Late Clock-In Alert After (In Minutes)

Set the minutes after scheduled clock-in time when the employee is running late and will then receive a notification. For example, if you set this as "5", this means the employee will receive an alert to clock-in if they are 5 minutes behind the scheduled start time.

Start Late (In Minutes)

Set the minutes for which the employee can start a scheduled visit late.

Shift Percentage Coverage (Ex : 90)

Clocked time will be in red if not enough employees are available to cover the shift. Please note that this is multi-office aware. 

Employee Capacity Settings

Choose what will be included in calculation of Employee Capacity.

Learn more:

• How do I set my Employee's Capacity?

Care Time Different Than Duration

Enable or disable the use of Care Time durations.

Learn more:

• Care Time

Show Service Start and End Date on Client Calendars 

Enable tiles to show start and end dates of Client Services on calendars.

Show Recertification Period on Client Calendars

Enable recertification tiles leading up to the end of a Service.

Recertification Period (in Days)

Set for how many days prior to the Service End Date recertification tiles will appear in the Client calendar.

 

Schedule Default Slot Duration Settings

Bringing together several duration settings, you can set the following individually:

• Client and Employee Schedule Initial Mode: all schedules, or no groups
• Employee Individual Schedule Default Slot Duration: set duration in minutes
• Employee Schedule Default Slot Duration: set duration in minutes
• Client Schedule Default Slot Duration: set duration in minutes
• Facility Client Schedule Default Slot Duration: set duration in minutes
• Facility Employee Schedule Default Slot Duration: set duration in minutes

For each calendar type, choose the default slot duration. This can be reset when viewing an individual calendar.

Limit to show Visits over Multiple Days (Month & Episode Views)

When an overnight Visit is created, if the Visit ends prior to the set value, then the Visit does not appear on the last day. If the end time of the Visit is later than the time set, the Visit is shown across all days on monthly and episode calendar views. 

If no value is set, the default is 9am.

Client Schedule Views

Choose which of the following views will be available as options when viewing Client Schedules. 

Client Schedule Default View

Choose the default view when viewing Client Schedules from the following:

• Day
• Week
• 2 Weeks
• Month
• Episode
• Swimlane

Default View on Client and Employee Schedule

Select the view in which you will like client and employee schedules to be displayed. 

Default View on Facility - Client Schedule and Facility - Employee Schedule

Choose the default view for the client or employee schedules in their facility calendars. An override can be set for individual Employees or Facilities in their profiles. The settings are limited to day, week, 2 weeks, month, and swimlane. 

Default Employee Availability/Default Facility Availability

Choose whether or not all Employees or all Facilities will be available or unavailable by default in their calendars. An override can be set for individual Employees or Facilities in their profiles.

Learn more: 

• How do I set/edit Availabilities/Unavailabilities/Time Off in my Employee's calendar?

Default Offer Response Due Time (In Hours)

Set the due time in hours where employees are expected to respond to offers. Consider 24 hours, for example.

Active Scheduling Notifications

Check off the options for which you wish a notification to be triggered.

1. Moving Visits with Service Instructions: Whenever rescheduling or dragging and dropping a Visit with Service Instructions, a warning will be triggered.
2. Facility Capacity Exceeded: whenever scheduling a new Client visit to a Facility and exceeding its Capacity, a warning will be triggered.

Employee Finder Default Tab

Choose whether the Employee Finder will default to the Calendar view or the Metric view. 

Default Filters in Facility/Employee Finder

Check which filtering criteria should automatically be applied in the finders. The filters can always be modified once the finder is open.

Split Recurrences Default

You can choose to have no split recurrences, or split multi-day recurrences. 

Visit Verification Default End Time Delay

Set the permissible period of end time delay by hours. The system has a default list that you can choose from. 

Auto-Update Visit Start Time to First Clock In Time

Default setting for this item is recommended to be "off".

Export Client Schedules Employee Naming

This will display the employee's names in either both first and last, first name only, or first name and last initial. This controls the naming convention of their names in the Workforce Management's Client Schedules PDF/Email Export.