Facility Scheduling
Executive Summary
Facility Scheduling is the calendar for planning and adjusting facility bookings that are held in AlayaCare. A coordinator picks one or more facilities (optionally narrowing the list by group) and a date range, and the screen draws each facility as a row (a "bed") on a scheduler with the booked visits placed on the timeline. From the calendar the coordinator can add a new booking for a client, move an existing booking to a new date and time (by dialog or by dragging it), cancel a booking with a cancel code, or jump straight to the client in AlayaCare. Every change is sent to AlayaCare as it is saved.
Key Features
- Load visits for selected facilities (optionally filtered by group) over a From/To date range
- Show facilities as rows on Day, Timeline Day, Timeline Week and Timeline Month views, with adjustable time intervals and cells per interval
- Colour each booking by visit status or by the service code colour (set in the page settings)
- Add a booking for a client and service, with the employee taken from the service or chosen manually (vacant visits when allowed)
- Move a booking to a new date and time, or drag it to a new time or facility, with a confirmation
- Cancel a booking with a cancel code
- Open the booking's client in AlayaCare
- Configure the default intervals, vacant-visit handling, visit colour source and visit-update overrides in the page settings
Typical Workflow
- Select one or more Groups (optional) to fill the Facilities list, then select the Facilities to show.
- Choose the From/To Date range and click Apply.
- Use the scheduler to review bookings. Switch views, or change the interval and cells-per-interval drop-downs to make the grid easier to read.
- Right-click an empty cell on a facility row and choose Add to create a booking.
- Right-click an existing booking and choose Move, Cancel or View In Alayacare, or drag the booking to a new time.
- Use Refresh to reload the current selection, Clear Dates to pick a new date range, or Clear All to start over.
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| General | Interval (in Minutes) Day | Dropdown | Default time interval for the Day view. |
| General | Cells per Interval Day | Dropdown | Default number of cells in each interval of the Day view. |
| General | Interval (in Minutes) Timeline | Dropdown | Default time interval for the timeline views. |
| General | Cells per Interval Timeline | Dropdown | Default number of cells in each interval of the timeline views. |
| General | Allow Vacant Visits | Yes/No | When on, a booking can be added without an employee and is created as a vacant visit. |
| General | Visit Colour Determined By | Dropdown | Whether bookings are coloured by Visit Status or by Service Code Settings. |
| Update Visit Overrides | Overlapping Visits | Yes/No | Lets Move save even if the booking overlaps another visit. |
| Update Visit Overrides | Service Instructions | Yes/No | Bypasses the AlayaCare service-instructions validation on Move. |
| Update Visit Overrides | Reason Code | Yes/No | Bypasses the AlayaCare reason-code validation on Move. |
| Update Visit Overrides | Locked Visit | Yes/No | Lets Move change a visit that is locked in AlayaCare. |
| Update Visit Overrides | Blocked Employee | Yes/No | Lets Move go through when the assigned employee is blocked. |
| Update Visit Overrides | Unavailable Employee | Yes/No | Lets Move go through when the assigned employee is unavailable. |
| Update Visit Overrides | Blocked Facility | Yes/No | Lets Move go through when the facility is blocked. |
| Update Visit Overrides | Authorization | Yes/No | Bypasses AlayaCare authorization checks on Move. |
The interval and cells-per-interval options can also be changed on the page itself for the current session; the settings supply the starting values the next time the page is opened. Interval choices are 30, 60, 90, 120, 150, 180, 240, 300 and 720 minutes, and cells per interval 1 to 6.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
| Settings View | Open View Settings to see the page configuration |
| Settings Edit | Open Edit Settings and change the page configuration |
Main Filters
The page has no data grid; the filters below control what is loaded onto the scheduler.
| Filter | Purpose |
|---|---|
| Groups | Optional multi-select of active groups. When you leave the list, the Facilities list is filled with the facilities that belong to the selected groups. |
| Facilities | Multi-select of the facilities to display, each shown as its own row on the scheduler. Parent (master) facilities are not offered. |
| From/To Date | Date range to load. The scheduler cannot be navigated outside this range. |
Once the scheduler is loaded, these controls are locked until you use Clear All or Clear Dates.
Above the scheduler:
| Control | Purpose |
|---|---|
| Interval (in Minutes) Day | Minutes per time slot on the Day view. |
| Cells per Interval Day | Number of cells each Day-view slot is divided into. |
| Interval (in Minutes) Timeline | Minutes per time slot on the timeline views. |
| Cells per Interval Timeline | Number of cells each timeline slot is divided into. |
| Timezone | Read-only. The time zone of the selected facilities; all times on the scheduler and in the dialogs are shown in this zone. |
Actions
| Button | Description |
|---|---|
| Apply | Validates the selection and loads the bookings. A warning is shown if no facility or no date range is selected, if a facility is not set up in the integration, or if the selected facilities are in different time zones. |
| Clear All | Clears groups, facilities, dates and the scheduler. Enabled once the scheduler has loaded. |
| Clear Dates | Clears the date range and hides the scheduler, keeping the selected facilities. |
| Refresh | Reloads the bookings for the current selection. |
| View Settings | Opens the page settings in read-only mode (when settings view is permitted). |
| Edit Settings | Opens the page settings for editing (when settings edit is permitted). |
| Add (right-click an empty cell) | Opens Add Booking for that facility, starting at the clicked time. |
| Move (right-click a booking) | Opens Move Booking. |
| Cancel (right-click a booking) | Opens Cancel Booking. |
| View In Alayacare (right-click a booking) | Opens the booking's client scheduling page in AlayaCare in a new browser tab. |
| Drag a booking | Moves the booking to the time (and facility row) where it is dropped, after a confirmation. |
Right-clicking a recurring booking, or a booking that has no AlayaCare visit, shows no menu options. Clicking or double-clicking a booking or cell does nothing; use the right-click menu.
Scheduler
Each selected facility is a row (a bed). Bookings are shown as coloured blocks. In the Day and timeline views the block shows the client name with the employee in brackets, the service code and service name, and the start and end times; in the Timeline Month view only the client and employee are shown. Hover over a booking to see the same details in a tooltip. Cancelled visits, availability blocks and visits without a client are not shown.
| View | Description |
|---|---|
| Day | One day with the facilities across the top. |
| Timeline Day | One day with the facilities listed down the side. |
| Timeline Week | One week with the facilities listed down the side. |
| Timeline Month | One month with the facilities listed down the side. |
Dialog Components
Add Booking
Opens from the right-click Add option on a facility row. The facility is shown read-only as Resource.
| Field | Purpose |
|---|---|
| Client | Search and select the client. Required. |
| Service list | Active AlayaCare services for the selected client. Click Choose on the service to book. Required. |
| Instructions | Shown after a service is chosen; pre-filled with the service instructions and can be edited for this visit. |
| Primary Employee / Use Primary Employee From Service | Shown when the service has a primary employee. The box is ticked by default, so the visit uses that employee. |
| Employee | Shown when the primary employee is not used. Search and select the employee. Required unless vacant visits are allowed in the settings; if left empty, the visit is created as a vacant visit. |
| From Date/Time | Start of the booking. Defaults to the clicked cell. |
| End Time | End time on the same day. Must be later than the start. |
Click Save to create the visit in AlayaCare, or Cancel to close without adding. Warnings are shown for a missing client, service or employee, an end time that is not after the start time, or an error returned by AlayaCare. On success the new booking appears on the scheduler. The booking is created with AlayaCare validation overrides applied, so it is saved even when AlayaCare would normally warn about conflicts.
Move Booking
Opens from the right-click Move option. The Client and Service Code are shown read-only. Choose Move To New Date/Time; the booking keeps its current length. Click Save to update the visit in AlayaCare using the overrides ticked in the page settings, or Cancel to close. After a successful save the scheduler reloads. If AlayaCare rejects the change, an "Update Visit Failed" warning is shown and the dialog stays open.
Cancel Booking
Opens from the right-click Cancel option. Shows the client, service code and the booking's From and To times read-only, then Select A Cancel Code (the list of cancel codes configured for Facility Scheduling). A cancel code is required. Click Save to cancel the visit in AlayaCare, after which the scheduler reloads, or Cancel to close without cancelling.
Confirm Drag and Drop
Dragging a booking to a new time or facility row asks "Are you sure you want to move this booking to {date/time}". Choose Yes to update the visit in AlayaCare (the booking keeps its length and employee) or No to leave it where it was. A warning is shown if AlayaCare rejects the update.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Cancel Codes | Cancel codes offered for the type Facility Scheduling in Cancel Booking. |
| Facilities | Facilities available to select; each must have a time zone and cannot be a parent facility. |
| Groups | Active groups offered in the Groups filter. |
| Service Codes | Service code colours used when bookings are coloured by Service Code Settings. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Apply (and Refresh)
- Checks that at least one facility and a From/To date range are selected, that each facility exists in the integration, and that all selected facilities share one time zone. The time zone is shown in the Timezone box.
- Logs in to AlayaCare if needed; a warning is shown if the login fails.
- For each facility, a status panel shows its name while the system requests all visits from the start of the first day to the end of the last day, in the facility's time zone.
- Cancelled visits, availability blocks and visits with no client are dropped.
- Each remaining visit is placed on the facility's row, coloured by visit status or by the service code colour, as set in the page settings.
- The scheduler is displayed and Clear All, Clear Dates and Refresh are enabled.