How do I use the All-Employee Schedule?

The All-Employee Schedule allows you to view employee schedules across your entire organization using different scheduling views and filtering options.

Using the All-Employee Schedule

To open the All-Employee Schedule, go to Scheduling > All-Employee Schedule.

The schedule will default to the current day. Use the arrows or the calendar button to switch to a different day. Note that scheduled availabilities and unavailabilities as well as visits will be displayed in the All-Employee Schedule.You can also use the dropdown menus above the employee list to select the calendar view (Daily, Weekly - Stack, or Weekly -Timeline) you would like to use for viewing the calendar. 

More on the calendar view:

1. Daily: shows scheduled visits for all employees in chronological order over the course of a week. For this view, you can select the intervals of time (10 Minutes, 15 Minutes, 20 Minutes, 30 Minutes, 60 Minutes) in which you wish to view the calendar. 
2. Weekly - Stacked: shows a stacked list of all of the employees' visits each day of the week.
3. Weekly - Timeline: shows scheduled visits for all clients in chronological order over the course of a week. For this view, you can select the intervals of time (1 Hour, 2 Hours, 4 Hours, 8 Hours, 12 Hours) in which you wish to view the calendar. 

If you wish to see visits only within a certain time period that is most relevant to you, next to the selected period (daily, weekly - stacked, or weekly - timeline), click on the gear icon, and you can set your custom Display From and Display Until hours. You can therefore focus only on the hours that matter most to you, making schedule management more efficient.

Use the toggles in the top right if you wish to Show Vacant Visits in the schedule or Show Weekly Capacity for Employees. 

To filter on the All-Employee Schedule, expand the Additional Filters section. You can filter by Employee Department, Employee Status, and Employee Group. Note that the last filters that you select on this page (except for the Show Weekly Capacity toggle) will remain in place when you navigate away from the page or log out and log back in. 

You can also use any or all logic to filter by multiple groups or employee departments to choose whether to filter to employees in any of the selected groups or in all of the selected groups.

To add a visit, select the + Add Visit(s) button or click on the interval in the calendar where you wish to create a visit. 

You can also change the time and employee assigned to a visit by clicking on the visit in the schedule and dragging and dropping it into another position in the schedule. If the visit is rescheduled for the future, the status colour will be in teal for Scheduled, and the system will display a message indicating that the visit time has been successfully edited. 

From the weekly-stack view, you can use drag and drop to change the day of the visit and the assigned employee while keeping the same time. 

From the weekly-timeline view, you can use drag and drop to change the day and time of the visit as well as the assigned employee. 

Note that you cannot assign a different employee to a visit using drag and drop if the visit has already been approved.

For the weekly-timeline and daily views, you can also change the duration of a visit by clicking and dragging the edge of a visit tile to change the end time of the visit. Again, once complete, the system will display the message "Success: Visit Edited!". 

When dragging and dropping a visit to change the date, time, or duration, the system will check whether any conflicts exist that might prevent you from rescheduling the visit. If a conflict exists, an error message will be displayed asking you to confirm whether you wish to proceed, such as:

Depending on how your environment is configured, the following situations may cause conflicts to occur:

• Overlapping visit(s) were found.
• The invoice has already been invoiced or included in payroll.
• A reason code is required to schedule the first visit of a service after the required first visit date or service required by date.
• Facility capacity is exceeded.
• The visit has active service instructions. 
• The employee you are attempting to assign the visit to belongs to another branch.
• The client or employee is on the client/employee's do not send list. 

If you are using interventions and daily activities, you may also need to select which interventions/ADLs should apply on the rescheduled visit.

Note that you cannot drag and drop unavailability and availability tiles. If you wish to change the timing of an employee's scheduled unavailability or availability, you must do so from the employee's profile.

Learn More

• How do I use the All-Client Schedule?