From back office Settings you manage 2 things :
- The visit locations with linked (at an underlying level) one or more visit schedules and the exceptions.
- The allocation of residents to a visiting location
Setting visiting locations
From the list of visiting locations you can create a new visiting location.
In step 1 you fill in all parameters for the visit schedule at this location.
A new schedule for a visiting location starts today.
In step 2 (via the Next button) you enter the schedule where you fill in the capacities per visit slot. Fill in the desired number of visits per visit slot. These are the standard visit numbers per recurring visit slot (for this week and next weeks) in this schedule.
Tip: use the TAB key to easily jump from one visit slot to another.
Concretely from this example: every Sunday at 3.30 PM 1 visitor is allowed for this visitor location.
After publishing, this schedule, this visiting location will appear in the list (arranged alphabetically).
Then click on the name of this schedule in this list to view the details of the created schedule. You can rename the location from here; this does not change the schedule.
At the top of this detail screen you will see the name of the location with the start date and possible end date. This scheme only has an end date if there is a follow-up scheme for this location with different parameters that starts later.
In step 3, you can register any exceptions (eg for holidays during this visit schedule) via the Exceptions tab.
Suppose there are not enough staff or volunteers present on the following Monday to supervise the visits. From Locations, choose the correct visit schedule for that location. Each line represents one visit schedule. Click on the specific schedule (in the horizontal line) to go to the Exceptions tab to set it up.
See this article: How to manage exceptions for capacity?
- Assigning residents to a visiting location
As soon as the visiting location and the accompanying visit schedule with possible exceptions for capacity have been set, you can now assign residents to this visiting location. A visit can only be planned if an active visit location has been defined for the resident. A newly created resident profile will be assigned the default visit location. You can consult the visit location via User management --> Profile --> Visit tab.
To do this go to Settings --> Assignment
You can assign residents individually or in groups (e.g. per role) to a visiting location.
Detailed information on this can be found in this article: How to assign residents to a visiting location?