Set Up Staff Work Availability
Managing staff work availability is crucial for effective scheduling and maintaining uninterrupted delivery of care services. The Work Availability section allows you to define when staff members are available, assign contract hours, and record leave periods.
This document guides you through the steps to create different schedule types for your staff members.
Keywords: work availability, staff scheduling, contract hours, ordinary work schedule, leave schedule, schedule type, break duration, carer schedule
I. Work Availability Section
The Work Availability section allows you to define when staff members are available, assign contract hours, and record leave periods.
In the left menu bar, click People.
Click Teams.
Select a staff member from the list.
Click Work Availability to manage the staff member’s work schedule. Availability can be set up both in the organisation’s management portal and in the CareVision Plus app.
II. Create Carer Schedule
Click +Create Work Schedule to create a new schedule.
The Staff Name field is autopopulated based on the staff name in the staff profile.
The Shift Plan field is also autopopulated.
In the Schedule Name field, specify a name relevant to the schedule type you are creating.
In the Schedule Type field, select an option from the dropdown: Ordinary Work Schedule, Leave Schedule, or Contract Hours.
III. Schedule Types
CareVision allows you to manage different schedule types for staff members, including contract hours, ordinary work schedules, and leave schedules.
A. Contract Hours
Contract hours refer to the minimum number of hours a full-time or part-time staff member is required to work each fortnight, as specified under the SCHADS Award. These minimum contract hours must be met by staff for payroll purposes and must be formally recorded.
For more information on managing contract hours and configuring the settings that determine how contract hours are handled in your organization, see the Set Up Contract Work Hours documentation.
B. Ordinary Work Schedule
An Ordinary Work Schedule is assigned to casual staff and those with general availability whose work hours vary based on operational requirements. It indicates when a staff member is available to work. Payment is provided only for shifts that are assigned and confirmed.
Set the Schedule Type field to Ordinary Work Schedule.
Fill the schedule form following the same steps as for contract hours, but modify it to reflect when the casual employee is available to work.
C. Leave Schedule
A Leave Schedule records the dates when a team member requests time off, which may require approval or be auto-approved based on organizational settings. When completing the form, any allocated bookings that fall within the leave period will be visible, allowing you to review and manage potential scheduling conflicts.
Set the Schedule Type field to Leave Schedule.
Select the appropriate leave type in the Leave Type field. The selections in the dropdown include options that indicate whether approval is required or if the leave is auto-approved.
Enter the leave start date in the Schedule Start Date field.
Enter the leave start time in the Start Time field.
Enter the leave end date in the Schedule End Date field.
Enter the leave end time in the End Time field.
If the leave spans multiple days, click +Add Day and specify the days, start times, and end times as needed.
The Total Number of Hours Requested field will automatically calculate based on your input.
Example: A staff member’s contract hours are 8 hours per day. They request leave for 10 days.
If you use the Select Leave Period option and set the leave from July 1 (inclusive) to July 11 (exclusive) with a start time of 9:00 AM and end time of 5:00 PM, the system will calculate the Total Number of Hours Requested as one continuous block if you do not specify the start and end times for each individual day of leave. This may result in a much higher total, such as 248 hours.
If you click +Add Day to add each day individually and specify 8 hours per day for each of the 10 days, the Total Number of Hours Requested will sum to 80 hours. This approach allows for more tailored leave management, as the leave can be set precisely according to the staff member’s contract hours and intended leave period.
Use the Note box to add any relevant descriptions or details about the leave.
Below the form, any allocated bookings that fall within the leave period will be displayed, allowing you to review and manage potential scheduling conflicts. This information allows you to adjust either the leave schedule or existing bookings as needed.
This topic guides you through setting up different schedule types for your staff members. By following these steps, you will be able to define staff availability, assign contract hours, and record leave periods to ensure effective care delivery.
For more information about setting up staff work availability, contact the CareVision support team.
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