Setting Staff Acceptance Required for Bookings Published to Them
What is this setting?
The staff acceptance of booking setting is found in the General Configurations and allows an organisations to set a rule that then requires their field carer professionals to accept or reject all bookings that are assigned to them.
If this setting is turned on each time a booking is published it will go through a few different status:
- Published - Awaiting Acceptance: if it stays in this status too long or is getting close to the due time your scheduling team and the assignee can receive notifications,
- Published - Accepted: The booking will change to this status after the staff member has accepted the booking
- Unallocated: If the booking is rejected by the staff member the booking will be unallocated from them
Why this setting is important?
Every organisations has their own choice of whether they will require the field carer professionals to accept or reject bookings that is assigned to them or not. Some organisations require field carer professionals to acknowledge the bookings that they have been assigned - so that the admin team know that the field carer professionals is aware of the booking and it will show up.
But some organisations will require field carer professionals to complete the bookings they have assigned without acknowledgement or acceptance. In this case the organisations will usually have to rely on field carer professionals availability or other rules to determine when shifts can be assigned and who to. It totally depends on the organisations rules and what works best for them.
How to turn on this settings and how it works?
Turn On Staff Acceptance of Published Bookings
1. Navigate Settings>General Config
2. Scroll down at the middle of the general config and you can see this setting.
3. The organisation can toggle the radio button whether they want to require field carer professionals acceptance or not.
Staff Accepting or Rejecting Bookings or Changes to Bookings
If the oraganisation as the require staff acceptance of bookings turned on, the field carer professionals will see a accept or reject button on there bookings in mobile.
Field carer professionals can accept or reject the bookings, if the field carer professionals reject the booking it will be unallocated from them and put in unscheduled area on the portal.
If someone doesn't accept the bookings within 24 hrs before the start time, it will send a notification to the scheduling team members warning them. This notification can be configured in the system administrator portal.
Update the Booking Status on Behalf of Staff
If field carer professionals do not accept the booking, then someone from the team can call or contact the field carer professionals, and then the coordinator can update the status of booking to published/ accepted. This can be done only by coordinator throughout the Management Portal.
The coordinator can view clients/staffs bookings into the Management Portal to manage them. Navigate People > Client or Team, depending on where you want to see it. There you can see the calendar of the client or staff.
If the booking is a light pink background with dark pink text in the calendar, this means that the booking has been published to field carer professionals, but the field carer professionals has not yet accepted the booking.
If you open the booking you can see at the top right hand side the status. In this example, the status is green - which is "Published but awaiting acceptance". An coordinator can change the status.
If it was already accepted by field carer professionals or the coordinator already change the status to accepted, the color in calendar view will be changed to dark pink background with white text.
Note that if the field carer professionals accepted it on mobile it will automatically update the Management Portal.
Lastly, if the booking is already accepted by the field carer professionals but the coordinator changed something in the booking (i.e date,time,location etc) the field carer professionals member will need to accept it again.
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