Key Rostering Terminology
- Roster: The roster in Nightingale is a visual representation of a planned set of shifts or activities that you intend to occur for your clients and staff.
- Shift: A shift is a planned service for a client, e.g. Tuesday 4 Oct at 9-10am for Joe Bloggs. Multiple shifts make up a roster of work that is assigned to your staff members. Shifts may be one-off, or set with a recurring pattern.
- Attendance: Once your staff member attends a shift on their roster, an Attendance record is created and stored in the Nightingale system. This Attendance record is de-coupled from the roster, and creates a unit of service that then can be billed to the client, or paid to staff who worked it.
Method 1: Create rosters from the Client’s Support Funding page
To add a client support roster under a support funding item, go to a client's view support funding page and click the "Roster" button under the desired support funding, such as the one highlighted in red below.
On the following page you will see information about the support funding you are about to create a roster under, as well as information about any existing rosters for that support funding. To continue, press the "Add Hours" button on this page.
This will show the following pop-up:
This popup has the following fields:
Booking Type - Changing this will alter which fields are visible in the rest of the popup. For now, leave it as "Regular".
Start/End Date - For recurring appointments, this specifies the date the recurrence starts and the date where it ends. For non-recurring appointments, only the start date is used.
Start/End Time - For recurring appointments, this specifies the time of day which each individual appointment in the recurrence starts and the time of day each appointment ends. For non-recurring appointments this specifies the start and end times of the single appointment that will be created. Note that specifying an end time that is equal to or earlier than the start time will create an overnight shift. For example, specifying a start time of 7 pm and an end time of 8 am will create shifts running from 7 pm at night to 8 am the next morning.
Claimable Unit - When marking attendance for this roster, the claimable unit will default to this value unless otherwise specified. This value will also be used to project the expected cost of this roster.
Custom Unit Cost - Optional field. If left empty, this roster will use the same cost per unit as the support funding it is created under. If specified, the specified value will be used for this roster (and only this roster, not other rosters which are also under this support funding) instead.
Recurrence Type - Selecting a value other than "Non-recurring" will bring up further options that let you control how you wish a recurring appointment to behave.
- "Daily" lets you specify whether the recurrence happens every N days or every weekday.
- "Weekly" lets you specify the number of weeks between each recurrence as well as the days of the week appointments should occur on.
- "Monthly" lets you specify whether each appointment should happen on the Nth day of every Nth month, or on the Nth Monday/Tuesday/etc. of every Nth month.
- "Yearly" lets you specify whether each appointment should happen on the Nth day of a particular month (January/February/etc.) of every year, or Nth Monday/Tuesday/etc. of a particular month of every year.
Staff - Optional field. Select the staff member (if any) to assign to this roster.
Check Travel Info - When a staff member is selected, this button will provide info on how long the staff has to travel from their previous appointment (if any) to this one, and how long the staff has to travel from this appointment to their next one (if any).
Allow Shift Overlap - If unchecked, you will be prevented from creating a roster if the selected staff member is already rostered during that time. If checked, this restriction will be lifted.
Shift is always 'Attended' - If checked, every appointment in this roster will be considered attended without requiring a staff member to mark them as such.
Group - Optional field. Select the group (if any) to assign to this roster.
Vehicle - Optional field. Select the vehicle (if any) to assign to this roster.
Source Location - Optional field. Select the source location (if any) of each appointment in this roster.
Target Location - Optional field. Select the target location (if any) of each appointment in this roster.
Outcome Goal- Optional field. Select one of this client's outcome goals (if any) of each appointment in this roster.
Shift Goal - Optional field. Select the shift code (if any) for this roster.
Notes - Optional field. Enter any notes you wish to be displayed with this roster.
Save - Create a roster with the specified fields. If there are any errors, this popup will remain open and the errors will be displayed in red text on it.
Cancel - Close this popup without attempting to create a roster.
Method 2: Create rosters from the Client’s Calendar
Another way to create rosters is from the client’s calendar. To do this, navigate to the Client’s dashboard and click Roster > View roster.
Alternatively, use the shortcut button from the client card on the Overview page.
On the client’s calendar, drag to select the window for your appointment and right click, to create either a:
- New Appointment - This is a single shift
- New Recurring Appointment - This is a recurring shift with a pattern, e.g. daily, weekly, etc.
You’ll then be presented with a pop-up where you need to select the Rostered Staff, Support Funding, and any other relevant fields, before clicking OK to save.
On the calendar, the spinning arrow icon denotes which shifts are ‘Recurring’. In order to change this, you will need to first right-click and Convert to single appointment, before that shift can be moved around to a different day or time (without upsetting the recurrence pattern for the other permanent shifts).
Calendar Settings
In Organisation Settings > Calendar > Calendar Settings, you can change how the calendar is depicted for your organisation.
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