Scheduling Groups is a module that is used to organize and view groups of clients, shifts and employee visits. There are two views: Employee and Client Scheduling Groups. These high level views enable you to quickly scroll from group to group and see a variety of useful scheduling and operations information on one screen. Using Scheduling Groups alongside regular scheduling practices is helpful for long term capacity planning, aids in continuity of care between CHW and client and lets you easily identify gaps in an employee’s schedule. Topics in this article are:
- Access Groups Scheduling
- Screen Overview
- Change the View
- Customize the View
- Choose your Groups to View
- Scheduling Actions
Access Scheduling Groups
1. On the Procura Main Ribbon > Scheduling tab, select Groups from either the Client or Employee Scheduling section. Most Group scheduling workflows will likely take place from the Employee Scheduling Groups form.
Screen Overview
The Scheduling Groups window looks like a grid, with the names of clients or employees (depending on your view) down the left side, and the days of the week along the top. Scheduled visits are seen in the middle and unfilled visits are in red just above. Weekly totals are along the right. Red areas indicate daily/weekly over max hours, turquoise areas indicate daily/weekly under min. hours.
Tip: Hover you cursor over a day of scheduled visits to see additional information.
Change the View
On the Scheduling Groups window, you can choose between three different views:
- Availability Only
Displays just the employee’s availability for each day in the week. Will not show visits.
- Visit Detail
Lists every visit that has been assigned to each employee. This is the recommended view for most scheduling.
- Visit Summary
Shows the total work duration and the number of visits each employee has in a day.
Customize the View
There are many ways to customize your view preferences; what information you want to see and how you want to see it. Most of the customizations are found under the Display Menu > Environment Options.
Optional: Below are steps to set up a couple of suggested display preferences for the Employee Scheduling Groups View.
1. Go to Display > Environment Options. There are 3 main areas: Spreadsheet Options, Visit Filters and Visit Detail Display Options
2. Under Visit Detail Display Options, enter the formula shown below to show time, client name or attendance type (vacation, sick, etc.) in the scheduled and unfilled visit area.
Optional: to hide the unfilled visits on your Groups view, un-check
3. Go to Display > Extra Information. Check off Area, Employee Category and Hours Paid
This information will show under the employee name.
Choose your Groups to View
You can choose one group or multiple groups to view. When you select a new group(s), the employees and clients will update to reflect those who belong to that list in the grid.
Select one Group
1. Select the correct Department (if not already selected).
2. Groups filter > start typing in the group name and select the group from the list.
Select Multiple Groups
1. Select the correct Department (if not already selected).
2. Click beside the Groups filter and select your groups.
Scheduling Actions
There are a few ways to create and manage visits within the Scheduling Groups view. All scheduling actions (create, cancel, hold, etc.) can be found under the Edit menu and by using the right-click menu on the mouse when a visit is selected.
Drag and Drop Scheduling
An easy way to schedule is to drag an Unfilled Client Visit from the top row, and drop it in the cell for an employee with availability.
Note: there is no conflict checking when using drag and drop so Procura will allow you to double-book employees, book employees beyond their maximum hours, or book a visit to an unavailable employee.
1. Drag and Drop the client visit from the Unfilled Client Visits area to the employee’s schedule for that day.
2. Make any adjustments to the visit then click OK.