The mastering period determines the number of days in the future that recurring visits and employee unavailabilities/availabilities will be created and displayed in schedules across AlayaCare. Your system administrators can set the number of days that you wish recurrences to be projected into the future in the Mastering Period (In Days) system setting in Settings>System Settings>Scheduling.
- What is the purpose of the mastering period and how does it work?
- When do recurrence projections based on the mastering period occur each week?
- Frequently asked questions
What is the purpose of the mastering period and how does it work?
The mastering period helps to ensure optimal performance of the AlayaCare web application by limiting how far in advance recurrences are projected. For performance reasons, not all visits in a recurrence will necessarily be created in the schedule as soon as a new recurrence is saved. Instead, visits will only be created for up to the number of days set as your organization's mastering period. For example, if a recurrence is scheduled to run for the next year but the mastering period is set to 30 days, visits in the recurrence will only be created for the first 30 days when the recurrence is first saved.
More visits in the recurrence will be projected for the length of the mastering period and added to the schedule once every week. For example, when setting up a year-long recurrence when the mastering period is set to 30 days, visits will be created for the first 30 days when the recurrence is saved, but every Saturday morning new visits will be added to the schedule for up to 30 days in the future from the date of projection.
Please note that when calculating the number of days in the future that visits in a recurrence should be created according to the mastering period, the system will include the day on which the recurrence was scheduled and the day of the projections in its calculations. For example, if you have a mastering period of 30 days and you schedule a recurrence on September 1 that starts the same day, you should expect to see a visits in the schedule from September 1 through September 30 (29 days from the date of scheduling). When new visits are projected on Saturday, September 5, you should expect to see visits until October 4 (29 days from the date of projection).
The mastering period also applies when projecting recurring employee unavailabilities and availabilities in the schedule.
When do recurrence projections based on the mastering period occur each week?
The background jobs for projections of recurrences based on the mastering period occur at the same time each week.
For organizations in North America, recurrences are projected every Saturday at 5:10 am UTC.
For Australian organizations, recurrence projections occur every Friday at 3:30 pm UTC (early Saturday morning in Australia).
Frequently asked questions
Is there a maximum number of days that can be set as the mastering period?
Currently, there is not a maximum number of days that can be entered as the mastering period. However, for performance reasons it is not recommended to set a mastering period that is above 60 days whenever possible. Longer mastering periods lead to longer loading times and negatively impact performance when creating and editing recurrences.
For multi-office organizations, can you set different mastering periods at the HQ and branch levels?
An organization can only have one mastering period for all its branches. In multi-office environments, only the mastering period set at the HQ level will be taken into consideration.
What happens to projected visits when I edit recurrences?
When you edit a recurrence and apply the changes to all future visits, all visits in the recurrence starting from the current date will be deleted and recreated for the number of days set as the mastering period. If you choose to apply the changes to all future unmodified visits, only visits in the recurrence that have not been previously modified will be deleted and recreated. As a result of editing the recurrence, new upcoming visits may become visible in the schedule because the recurrence will be projected from the date on which it was edited rather than the creation date or the last weekly projection.
What happens to existing recurrences if I change the number of days set as the mastering period?
If the length of the mastering period is changed, scheduled recurrences that have already been projected will not be affected until the next weekly projection. When recurrences are projected the next Saturday, they will be projected according to the new number of days set as the mastering period.
However, if you edit a recurrence and choose to apply the changes to future visits in the recurrence, the recurrence will be re-projected according to the new mastering period.
Note that if the mastering period is reduced in length, any visits that were already projected onto the schedule but occur after the new number of days set as the mastering period will not be removed from the schedule when the next projections occur. These visits will stay in the schedule until the mastering period catches up. However, if you edit the recurrence, these visits will be removed since the recurrence will be re-projected and the visits recreated.
Does the mastering period ever end?
The mastering period will never end because it is not a set date range. It simply refers to the number of days in advance that visits (or periods of employee unavailability/availability) will be created starting with the date the recurrence is saved or edited and then from the subsequent weekly projections.
Is there a way to see when a recurrence is currently projected until?
For recurrences created for client and facility services, you can see which date that visits in a recurrence have been projected until by selecting a service under the Services tab and looking at the Scheduled Until date under the green Scheduling tab.