Facility Shift Balancing

Executive Summary

Facility Shift Balancing is a weekly planning view that helps schedulers compare the client visits at a facility with the employee shifts available to cover them. After choosing a facility and a week, the page loads the week's visits from AlayaCare and shows them on a Monday-to-Sunday timeline in two views: a Clients view (one row per client, showing every visit) and an Employees view (one row per employee, showing each shift with how much of it is already filled by visits, how much capacity remains and the resulting utilization). Visits are grouped by their AM, PM, Evening and Night visit tags so schedulers can see where a shift is over- or under-booked, and where visits or shifts are vacant. Visits with missing or conflicting tags are listed in a Processing Notes window that can be exported to Excel.

Key Features

Pick a week (any date; the week always starts on Monday), a facility and optionally a branch and groups
Clients view: one row per client with the number of visits and total scheduled time, and each visit shown as its time range and tag (for example 0800-1000 (AM)); visits from the selected facility and its child facilities are included
Employees view: one row per employee (plus [Vacant Employee] and Vacant Shifts rows) showing each daily shift, the time scheduled in AM, PM, Evening, Night and untagged visits, time remaining and utilization percentage
Daily totals in the column headers (shifts, client hours and remaining capacity) and weekly totals, including vacant shifts and vacant visits by time of day, on the Employees view
Processing Notes window listing visits that have no visit tag or more than one tag, with an Excel export
Facility choices are limited to the groups you select, and to your own groups unless you have permission to see all groups

Typical Workflow

Select a Week Of date.
Optionally change Groups (when permitted) and Branch (when permitted) to narrow the facility list.
Select the Facility.
Click Apply. A progress panel shows while the visits are retrieved from AlayaCare.
Use the Clients and Employees tabs to review the week.
If Processing Notes is enabled, open it to see visits that need tagging or have conflicting tags, and click Export to save them to Excel.
Click Clear to start over with a different week or facility.

Available Permissions

The following permissions are available to be assigned to AlayaCare Roles:

Attribute	What It Controls
View	Open the page
All Branches	Choose any branch, including All Branches, instead of being limited to your own branch
All Groups	Change the Groups selection. Without it the Groups list is locked to your own facility groups

Main Grid

This page does not have a data grid. It shows a timeline with one column per day (Monday to Sunday) and one row per client or employee, depending on the selected tab. Each day column is split into an AM half and a PM half and covers 07:00 to 23:00.

Clients tab

Item	Description
Row heading	Client name (last name first), the number of visits, and the total hours scheduled for the week.
Visit block	Start and end time and the visit tag in brackets, for example 0800-1000 (AM) (blank bracket when the visit is untagged).
Day heading	Day number and weekday only.

Cancelled visits, visits on hold, and visits with no client are not shown.

Employees tab

Item	Description
Row heading	Employee name (last name first) with the time scheduled, AM / PM / Evening (EV) / Night (NT) / Untagged (UN) time with percentages, shift time and remaining time, and utilization.
Shift block	The employee's shift for the day shown as start and end time, with the time filled by that employee's client visits that day (Scheduled), the split by AM, PM, EV, NT and UN, the time remaining, and the percentage of the shift used (utilization).
Vacant Shifts row	For each day, up to three vacant shift time ranges at the facility.
[Vacant Employee] row	Visits that have no employee. A day with no vacant shift shows No Shift.
Day heading	Day number and weekday, the total shift time (shifts), the total client hours, and the remaining capacity for that day.
Week heading	Weekly Totals (shifts, visits, remaining, utilization) and the vacant shift time and vacant visits by AM, PM, Evening, Night and Untagged, each with a visit count. Also shows the week number.

Only the selected facility is used for the Employees tab; child facilities are included only on the Clients tab.

Main Grid Filters

Filter	Purpose
Groups	Multi-select list of facility groups. Limits the facilities offered in the Facility list. It starts with your own facility groups selected and can be changed only with the All Groups permission. Has Select All / unSelect All.
Branch	Limits the Facility list to one branch. Starts as your own branch. Changing it clears the selected facility. Users with the All Branches permission can pick other branches.
Week Of	Any date in the week to review. The page uses the Monday of that week through Sunday.
Facility	The facility (parent facility) to review. Required.

The date, branch and facility controls are locked while a filter is applied. Click Apply to load the week; use Clear to unlock them. The Groups list stays available.

Actions

Button	Description
Apply	Loads the visits for the selected facility and week. Warns Please select a valid Facility or Please select a valid Start Date when either is missing. Disabled while a filter is applied.
Clear	Clears the loaded week, the schedules and the processing notes, and unlocks the filters. Disabled until a filter is applied.
Processing Notes	Opens the Processing Notes window. Disabled when there are no notes.

Dialog Components

Processing Notes

Opens from Processing Notes. Lists visits found while loading the Clients view that may need attention. Click Export to save the list to Excel (a file named like FSB_{facility}WeekOf{date}Run{date and time}.xlsx with one Processing Notes sheet). Click Close to dismiss.

Processing Notes — Grid

Column	Description
Start At	Date and time the visit starts, in the facility's time zone.
Visit ID	AlayaCare visit ID.
Employee	Employee name, blank for a vacant visit.
Client	Client name.
Service Code	Service code of the visit.
Note	Untagged Visit when the visit has none of the VISIT:AM, VISIT:PM, VISIT:EVENING or VISIT:NIGHT tags, or Visit has multiple tags when it has more than one of them.

Dependencies

The following tables must be configured for lookups on this view to work:

Table	Description
Branches	Branch choices for the Branch filter.
Facilities	Facilities offered in the Facility list, and the child facilities of the selected facility included on the Clients tab.
Groups	Facility groups offered in the Groups filter.

Processing Overviews

This section describes what happens after you confirm a processing action.

Apply

The page checks that a facility and a week are selected. The week is moved to its Monday and runs through Sunday, using the selected facility's time zone.
The selected facility's child facilities are found.
For each of the selected facility and its child facilities, the week's visits are retrieved from AlayaCare. Cancelled visits and visits on hold are dropped.
For each visit the full visit details (including its tags and whether it is recurring) and its clock-in/clock-out status are retrieved from AlayaCare. Visits with no client are skipped. Visits with no AM, PM, Evening or Night tag, or with more than one such tag, are added to the processing notes.
The selected facility's employee shifts for the week are retrieved from AlayaCare, and each shift's details are retrieved. For every employee and day, the time covered by that employee's client visits is added up by AM, PM, Evening, Night and untagged visits to produce the remaining time and utilization. Vacant employee shifts and vacant visits are totalled by day and for the week.
The Clients and Employees views are shown, with the tab last selected.