Marketplace Facility Scheduling
Executive Summary
Marketplace Facility Scheduling is the scheduling calendar for supplier (marketplace) users who manage a facility and its chairs. The supplier is identified by the signed-in user's email address, and the facilities offered are the ones linked to that supplier. The user chooses a starting date, a number of days and a facility, and the page loads the facility and each of its chairs from AlayaCare as side-by-side columns for each day, showing visits together with closed and unavailable time. From the calendar the user can open a visit's details, clock a visit in or out, change its date, time and duration, move it to another chair, or drag it to a new time or chair. All changes are written to AlayaCare.
Key Features
- Load the facility and all of its chairs for a starting date and 1 to 7 days, with a column for each chair on each day
- Show visits with the client, employee, service code and service, clocked-in, tagged, recurring and funded indicators, and colour by visit status
- Show closures and unavailable time, and per-column totals of scheduled hours
- Open visit details: employee, client, service, facility chair, times, instructions, tags and forms
- Clock a visit in (choosing the employee and optionally entering service instructions) and clock it out
- Change a visit's date, time and duration, or move it to another chair (when permitted)
- Drag a visit to a different time or chair, with conflict checks and a confirmation prompt (when permitted)
- Choose whether a change to a recurring visit applies to this visit only, all future visits, or all future unmodified visits
- Per-supplier setup controls the scheduler's time scale and height, the visit-update overrides used, and whether clocking in is limited to the current day
Typical Workflow
- Confirm the Starting Date, Days and Facility. When the supplier is linked to only one facility it is selected automatically.
- Click Apply. The calendar loads.
- Click a visit (or right-click it and choose More Details) to see its details.
- In the details, click Clock In or Clock Out, or use Edit next to the times or the facility chair to make changes. A visit can also be dragged to a new time or chair.
- Use the toolbar arrows to move to the previous or next block of days, Refresh Calendar to reload, or Clear to start over.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
| Client Visit Edit Start End Times | Show Edit next to Start At and End At in the visit details so the date, time and duration can be changed |
| Client Visit Move | Allow a visit to be dragged to another time or chair, and show Edit next to Current Facility in the visit details to move it to another chair |
| Client Visit Clock In Out | Show Clock In and Clock Out in the visit details |
The page has no read-only mode and no settings dialog. Without the extra permissions the page can be used to look at visits and their details only. The names of the three extra permissions are taken from the permission codes in the page.
Actions
| Button | Description |
|---|---|
| Apply | Loads the calendar for the selected date, number of days and facility. A warning is shown when the date or facility is missing. Disabled once a calendar is loaded. |
| Clear | Hides the calendar and re-enables the filters. The date returns to today. Available once a calendar is loaded. |
| Refresh Calendar | Reloads the calendar from AlayaCare with the same selection. Available once a calendar is loaded. |
| Previous (toolbar arrow) | Moves back by the number of days selected and reloads. |
| Next (toolbar arrow) | Moves forward by the number of days selected and reloads. |
| Click a visit | Opens the visit details. |
| More Details (right-click a visit) | Opens the visit details. |
| Drag a visit | Drags the visit to a new time or chair. Only available with the Client Visit Move permission. |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Starting Date | First day to load. Defaults to today. |
| Days | Number of days to load, 1 to 7. |
| Facility | The facility to load, from the facilities linked to the supplier. |
The filters are locked while a calendar is loaded. Use Clear to change them.
Main Grid
There is no list grid. The main display is the calendar.
| Calendar element | Description |
|---|---|
| Columns | One column per chair for each day, with the facility itself as the first column. Each column header shows the facility or chair name (the short name when one is set) and the Total hours of visits that day. |
| Visits | Each visit shows icons for clocked in, tagged, recurring, and funded or not funded, then the client and employee, the service code and service name, and the start and end time. Hover to see the details, tags and service instructions. |
| Closed / unavailable blocks | Closures and unavailable time of the chairs. A visit cannot be dragged onto a block that does not allow visits. |
| Day headers | The date of each day, for example 15 Wed. |
Cancelled visits are not shown. On-hold visits are shown. The calendar starts around 07:00 and its visible hours are widened to cover the facility's opening hours and the visits loaded.
Dialog Components
Visit Details
Opens when a visit is clicked or from More Details on the right-click menu. The header reads Visit ID: n and shows Clock In (visit not clocked in) or Clock Out (visit clocked in), when permitted.
| Field | Description |
|---|---|
| Recurrence note | Shown for recurring visits. Describes the recurrence. |
| Current Employee | Read-only. |
| Current Client | Read-only. |
| Service | Read-only. |
| Service Code | Read-only. |
| Current Facility | Read-only chair. An Edit button next to it opens Edit Facility (Client Visit Move permission). |
| Start At / End At | Read-only. An Edit button next to them opens Edit Visit (Client Visit Edit Start End Times permission). |
| Service Instructions | Read-only. |
| Tags | Grid of the visit's tags. |
| Forms | Grid of the visit's forms. Each shows the form name, the date it was last submitted or "Not submitted yet", and "Required" when the form is required. |
Click Close to close the details. If the visit cannot be found in AlayaCare, "Visit Not Found in AlayaCare" is shown.
Edit Visit
Opens from Edit next to the times. The header reads Edit Visit ID: n.
| Field | Description |
|---|---|
| Move To New Date/Time | New start date and time, in 5-minute steps. |
| Duration (Minutes) | Length of the visit, in 5-minute steps. |
| End Time | Read-only. Calculated from the start and duration. |
Click Save to update the visit in AlayaCare, or Close to leave without saving. For a recurring visit, Edit Recurring Visit is shown first.
Edit Facility
Opens from Edit next to Current Facility.
| Field | Description |
|---|---|
| Current Facility Chair | Read-only. |
| Move To Chair | The other chairs of the selected facility. |
Click Save to move the visit, or Close to leave without saving. For a recurring visit, Edit Recurring Visit is shown first.
Edit Recurring Visit
Shown before a change to a recurring visit is saved (from Edit Visit, Edit Facility or by dragging). It reads "You are editing a visit that is part of a recurrence." Choose one option and click Ok, or Cancel to stop.
| Option | Effect |
|---|---|
| Edit only the visit shown | Changes this visit only. |
| Edit all future visits | Changes this and all future visits in the recurrence. |
| Edit all future unmodified visits | Changes this and the future visits that have not been edited individually. |
Clock In
Opens from Clock In in the visit details. When the supplier is limited to clocking in on the current day, "Clock In only allowed on current day" is shown for any other day.
| Field | Description |
|---|---|
| Employee Selection | How to pick the employee: Select Employee By Name (always), Select Employee By Facililty (when the parent facility has employees on shifts that day), or Use Employee From Visit (when the visit already has an employee). The last available option is selected by default. |
| Employee To Use For Clock In (by name) | Search for the employee. |
| Employee grid (by facility) | Lists the employees on shifts at the parent facility that day with a Choose button; the chosen employee shows Chosen. |
| Employee To Use For Clock In (from visit) | Read-only. The visit's employee. |
| Service Instructions | Instructions to save on the visit. |
Click Save to clock the visit in, or Cancel to close.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| ClosureGroups | Closure dates that mark a facility's chairs as closed. |
| Facilities | The facility and its chairs, with time zones, names and short names. Also covers its facility availabilities: opening hours and unavailable time of the facility and its chairs. |
| ServiceCodes | Service codes and visit colours shown on visits. |
| SupplierFacilities | The facilities each supplier may schedule. |
| Suppliers | The supplier found by the signed-in user's email. It holds the calendar's interval and cells per interval (60 minutes and 4 cells when blank), calendar height, the visit-update overrides, and whether clocking in is limited to the current day. |
| Tags | Names of the tags shown on visits. |
If no supplier matches the signed-in user's email, "Supplier not found using email ..." is shown, and if the supplier has no linked facility, "Supplier is not linked to a facility" is shown.
Processing Overviews
This section describes what happens after you confirm a processing action.
Apply / Refresh Calendar / Previous / Next
- Requires a starting date and a facility.
- Loads the facility's chairs and checks that they are all in the same time zone. If there are no chairs, "Please select at least one facility" is shown; if the time zones differ, "Facilities in different Timezones selected" is shown.
- Signs in to AlayaCare. If sign-in fails, a warning is shown and nothing is loaded.
- For each chair and each day, combines the facility's opening hours, the chair's own availability and any closures to create closed and unavailable blocks. The facility itself has no blocks.
- Loads the visits for the facility and each chair for the date range (cancelled entries, availability entries and entries without a client are skipped; on-hold visits are kept) and loads each visit's details and clock-in status from AlayaCare.
- Works out the hours to show, totals the scheduled hours for each column, and displays the calendar.
- Previous, Next and Refresh Calendar record the refresh in the action log.
Clock In
- Updates the visit in AlayaCare with the chosen employee and the entered service instructions, using the supplier's visit overrides. If AlayaCare rejects the update, a warning is shown and the clock-in stops.
- Checks that the chosen employee does not already have an open work session for the same client and service. If they do, a warning is shown.
- Records the clock-in in the action log, assigns the employee to the visit, and clocks the visit in at the visit's start time or at the actual time, according to the clock-in time rule.
- When the rule uses the visit time, corrects the work-session start time to the visit's start.
- Reloads the visit on the calendar and closes the dialogs. Failures are shown as warnings.
Clock Out
- Asks "Are you sure you want to clock out".
- Finds the visit's open work session. If there is none, "Visit has no work session to clock out" is shown.
- Clocks the visit out at the visit's end time or at the actual time, according to the clock-in time rule, and records it in the action log.
- Reloads the visit on the calendar and closes the details.
Save (Edit Visit / Edit Facility)
- For a recurring visit, asks which visits to change.
- For a single visit, updates the start, end and chair in AlayaCare. For future visits, updates the recurrence in AlayaCare, keeping the visit's employee, service and other details, and reloads the calendar.
- On success, the visit is refreshed from AlayaCare. On failure, "Update Visit Failed" is shown with the AlayaCare message.
Drag a visit
- Requires the Client Visit Move permission.
- Checks the new position. If it falls in unavailable time that does not allow visits, or overlaps another visit, "The selected resource is unavailable at [date and time]" is shown and the drag is cancelled.
- Asks "Are you sure you want to move this booking to {chair} {date and time}".
- For a recurring visit, asks which visits to change.
- Updates the visit in AlayaCare using the supplier's visit overrides, records the move in the action log and refreshes the visit.