The Rota Screen can be accessed by selecting the Rota Screen Icon on the toolbar. It can also be accessed by clicking the Rotas action button located on either the Client or Carer Screen.

Top Tip: Using the Rota Action button on either the Client or Carer Screen has the added advantage of taking you to the specific rota for the current Client/Carer.

The “This week and Beyond” features allows users to decide whether the changes they make to any calls will affect only the current week or any feature repetitions of that call as well. Selecting the “This Week & Beyond “option causes a red warning indicator to appear above the radio button.

When viewing calls in greater detail, by double clicking the call, there is a further option of setting to what point in the future you wish to make these changes apply.

There are two ways to change the information around call times.

Clicking once on the call selects it. Hovering over the call now will show the call information.

Use the white sizing handles located at either end of the call to extend the call’s length. A call can also be clicked and dragged to another time or day without extending or shortening it.

It is a good idea to use the refresh action button after making changes as this will update the changes in full for you.

As the previous Drag & Drop method can sometimes be a little tricky. It is often easier to just double click on the call. This launches the Call Detail box.

Selecting and amending multiple calls can be done by holding the Ctrl or Shift Key whilst clicking once on each of the calls you wish to view and change collectively . The black outline will show on all of the selected calls. In order to make changes once the calls have been selected in this way, right click and select the view multiple calls option.

Right Clicking in CareFree will often provide a much wider choice of action, including viewing multiple calls.

Individual calls can be added to or deleted from to the Rota very easily and quickly without the need to go through the Packages of Care process. These calls will not however be catalogued in the Package Notes are of the Client Record and as such it is a good idea to make sure there is a contact log recording the request for these amendments to be made.

• Select the client that requires calls adding.
• Hover your mouse over the rota and right click to reveal list of options.
• Select ‘add and delete calls’ from list of options.
• Select ‘add new calls’ option.

The Add Calls Box will appear and should be completed taking care to cover all the required elements of the call namely;

• Make Sure you tick ‘add a double up’ box if required.
• The Frequency of the call can be amended by using options at the right of the pop up box.
• If required ‘Time critical’, ’no show’ and ‘no go’ alerts can be added using the Alerts tab. For further information on the use of Alerts refer to the Day Two Training Support Guide.
• Make sure the correct option from ‘this week only’ / ‘up to week ending’ / ‘this week and beyond’is selected.
• Click on ‘save’ to complete.

The same process can be followed in order to delete a call from the Rota.

Follow the same process but then select Delete Call from the list under Add or Delete Calls.

Top Tip: Delete option will not be displayed in list of options unless a call/calls are highlighted, do this by clicking on the call/calls you wish to delete.