Staff Leave & Their Schedule
In this article, we will discuss the importance of the work schedule and leave schedule of the staff member, their differences, their usefulness and some scenarios for the coordinator's understanding of this module.
The different types of schedules
For every creation of a staff member schedule, it is important to know that a staff member's schedule has different types:
- The Ordinary Work Schedule is a schedule type used for creating the work schedule of the staff member.
- The Contract Hours is a schedule type used for creating the contract hours schedule of the staff member. This created schedule could be used for tracking the contracted hours of the staff member compare with the actual hours that they have worked.
- The Leave Schedule is a schedule type used for creating the scheduled leaves of a staff member.
The differences between the Staff Schedule and Leaves
After we discussed the different types of schedules, we also need to differentiate the Staff Schedules and Leaves.
In Staff Schedules, these are the work hours scheduled where the staff member is available for work based on the set inclusive and exclusive dates, selected days and time.
On the other hand, the Leaves Schedules are the schedule where the staff member is expected to be unavailable for work for a certain period.
Who should create a schedule for a staff?
Both Coordinators and Staff Members of the organisation can manage the schedule for work availability.
Staff Members on how to manage their work schedule using the CareVision Plus Mobile App
Each staff member of the organisation requires to have the CareVision Plus Mobile App installed on their mobile phone. The mobile application allows the staff members the convenience of managing their work availability, regardless of the schedule type.
These are the steps:
1. On the upper right section of the app, press the MORE icon, then the Settings menu will appear. Please choose the My Work Schedule.
2. Once you are in the My Work Schedule, please press the plus icon seen at the lower right section of the screen. For the creation of a work schedule, please press the Create a Work Schedule
3. The form will now appear for the Work Schedule Detail. You need to fill in the necessary information:
- Schedule Name - Give the name of the schedule.
- Schedule Type - Specify the type of schedule that the staff member wants to create.
- Start Date - Specify the inclusive date of the schedule.
- End Date (Optional) - Specify the exclusive date of the schedule that the staff member wants to create.
- The Dates and Time Section - Specify the days and hours for the work schedule.
4. Press the SAVE CHANGES.
Coordinators on how to manage the work schedule of their staff members using the CareVision Management Portal
In CareVision Management Portal, Coordinators can create and update the work schedule of their staff members.
These are the steps:
1. On the left section of the Management Portal, go to PEOPLE > TEAMS.
2. Then, choose a Staff Member.
3. Once you are in the Staff Member Profile, go to the WORK AVAILABILITY section.
4. On the Work Schedule section, please click the button + CREATE WORK SCHEDULE.
5. A modal form will appear. You need to fill in the necessary information in the schedule form, from adding the schedule name up to the selection of inclusive and exclusive dates for the schedule. You also have to choose the schedule type.
6. Press the SAVE Button.
Guides for the creation of the Staff Member Leave Schedules
You can refer to this available article and follow the steps for the creation of leave schedule for the staff member. Both Staff Members and Coordinators can manage the leave schedules using the CareVision Plus Mobile App and the CareVision Management Portal.
The Staff Requested Leave and the Approved Leave
When creating a Leave Schedule for a staff member, it is required to choose the Leave Type. Depending on the selected Leave Type if the submitted leave schedule would be classified as requested or approved:
If the Approval Required of selected leave type does not opt, the created leave schedule is subject to approval from the coordinators.
Otherwise, the created leave schedule will automatically be approved if the Approval Required of selected leave type has opted.
Below are the sample created Leave Types under the organisation settings.
What happens to the scheduling recommendations based on the staff leave?
Even if the staff member is fit for the service due to the skills that make it qualified for scheduling recommendations, the work availability still matters.
In this example below, we can compare the dates where the staff member is available for work and not available for work due to scheduled leave:
The staff member has a work schedule from 1st of January up to the 31st of December, 2022
And at the same time, the staff has also an approved leave schedule on the 4th of March, 2022
Now, in the scheduling area, this is how the scheduling recommendation looks like during the time that the staff member is still available at work:
And this is how the scheduling recommendation looks like when the staff is not available for work due to ongoing and approved leave schedule:
In the picture above, the name of the qualified staff member is excluded in the QUALIFIED AND AVAILABLE worker section. The only chance to include the name of the staff member in the QUALIFIED AND AVAILABLE section is if the approved leave schedule of the staff member is deleted.
Will an item auto-schedule to a staff member that is on leave?
If a staff member is qualified and there is an ongoing leave schedule for a specific period, it will exclude from the auto-schedule.
We recommend the regular checking and updating of the staff schedule because the work availability of the staff member is part of the rules of the auto-schedule.
As a Coordinator, how do I know if a booking was assigned to a staff member and has been unassigned due to staff leave?
To find out the answer, we have the following scenarios:
1. A service booking was allocated to the staff member on March 11th, 2022.
2. Let's try to create a leave schedule for the allocated staff member on the date where the service booking is created. The inclusive and exclusive date of the staff leave is between the 10th to 11th of March, 2022. Please have a look at the provided image for reference.
And after providing the necessary values for the creation of leave schedule, a table will appear in the Allocated Bookings on Time of Leave.
3. By clicking the SAVE button for the creation of the leave schedule, the next thing we need to look at is the service booking that was allocated to the staff member on the 11th of March, 2022:
You might notice that the schedule of the staff member is now in grey, an indication that the staff member is on leave on that date.
And the service booking that allocated to the staff member before is now moved to the unscheduled area.
Related Articles
Using the "Auto Schedule" Feature to Create your Staff Roster
Overview The Auto Schedule feature on the CareVision Management Portal's Scheduling Area allows Coordinators to take all unscheduled bookings and match them with the appropriate Staff Member. This will be based on their Work Availability schedule (if ...Publishing your Staff Roster
Overview The Scheduling area is where you will organise and publish out the roster to your staff. As you allocate bookings to Staff Members, it is necessary for Coordinators to publish their Staff Roster. Doing so will finalise the bookings and ...Auto Schedule
Overview Auto scheduling allows organizations to manage the assigned carers who can work on the services for the clients. Based on the size of the organisation, it can be quite a tedious task in managing a whole staff roster in which the staff ...Understanding the Colour Codes on the Schedule Board
What are the colour codes on the Schedule Board? The colour codes on the Schedule Board refer to how the bookings are presented in different colour tones and shades according to their booking status or user action on the scheduling page. The colour ...Managing Fleet Vehicles
Overview Organisations often own pool vehicles to cater for the transportation needs of their client and staff. In this article, Care Vision will utilise the flexibility of its system by using the Shift pattern to provide fleet vehicle system to the ...
Request an Article or Guide
We are keen to know what you want to know more about? Let us know on chat or raise a ticket for an article or topic you would like covered in more detail. We have a team of technical writers and learning content creators keen for your suggestions.