When creating an activity, you must establish its agenda in the Schedule & Resources section. Activities can have varying schedules, staff, and locations on a daily (or weekly) basis.
Our tool streamlines activity scheduling by granting the ability to:
Create multiple schedules for each activity;
Assign facilities and staff per occurrence; and
Be notified of conflicts and address each one accordingly.
How it Works
If you're assigning Staff and Facilities to your activities, you should configure their availability before your activity schedules; as this greatly improves identifying schedule conflicts.
1. Add Schedule(s)
In the Activities>Edit subtab, fill the Information section of your activity before the Schedule & Resources section.
Click 'Add Schedule'.
Recurrence: Does this schedule occur once, every day, every week or every month? For weekly occurrences, define the schedule for each day of the week.
Indicate the frequency and Start/End Date.
Once you've completed your first schedule, hit 'Save'. If need be, add more than one schedule per activity under the Schedule & Resources section by clicking 'Add Schedule'.
2. Add Staff and Facilities
If you've created Staff and Facilities you can assign them to your activity.
'Assign to facility' and\or 'Assign staff' for one-time, daily and monthly recurrences.
For weekly recurrences refer to the 'Repeat on' section. Click '+Add a new schedule' to define Staff and Facilities for each day of the week the activity takes place.
If multiple staff are assigned to different days, only one staffer's name shows in the Schedule & Resources section as well as in the SmartRec store.
Facility schedules are automatically updated in the Facilities module. You can email your staff's schedule in Staff Management or they can access it using the Amilia app.
3. Verify your Occurrences
You can customize specific occurrences where activities take place on a different day, time, location and/or is supervised by another staff member. To modify an activity's individual instances, select 'Click here to save and modify the occurrence(s).'
Edit any instance without affecting the rest of the activity's schedule.
Apply filters to identify occurrences taking place during a certain date range and/or that are in conflict, during holidays, closed days or have been modified in the past. Closed days/Holidays are configured in the Account>Calendar subtab.
4. Manage Schedule Conflicts
SmartRec informs you of staff and facility scheduling conflicts when:
The facility and/or staff member is already scheduled to an activity at the same time;
The facility and/or staff member's availability was not defined for that day; and/or
The activity is in conflict with a holiday/closed day created in the Account>Calendar subtab.
If a scheduling conflict exists, a red + icon appears in the info window. By clicking on it, a drop-down menu shows what's causing the conflict. Click the blue + icon to find out when.
When a conflict is identified, you may choose to:
Save the activity anyways and correct the other conflicting activity. In the case of an availability issue, you can add the availability to the staff and/or facility schedule.
Select 'Click here to save and modify the occurrence(s)'.
At any time, you can save and later modify an activity's occurrences by accessing the Schedule & Resources section and selecting 'Click here to modify the occurrence(s)'.
✏️ Modify the Occurrence(s)
Each activity instance can be viewed and edited by clicking 'Click here to modify the occurrence(s).'
In this view, occurrences with conflicts are identified with a red + icon. Click the icon to display the conflict information.
Below, the 15th of December shows an issue with the staff member. Their availability has not been set for that day. Adding to the staffer's availability or choosing a different staff member will resolve this conflict.
Be sure to address each conflict, if necessary.
You may cancel an occurrence by checking 'Skip'.
Click 'Continue' to save your occurrences.
❗ Most conflicts can only be identified if you've configured your Staff Availability and/or Facility schedules.