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How do I create an Accommodation Roster?

SIL roster settings.

This guide provides administrators with step-by-step instructions for building and managing a roster specifically for Accommodation Services, such as Supported Independent Living (SIL) or group homes. By setting up structured templates, you can ensure consistent coverage for residential care facilities and maintain accurate client-to-staff ratios.

1. Accessing Accommodation Services

Before you can build a roster, you must navigate to the specific residential facility within the system.

  1. Go to Services in the main menu.
  2. Locate the Accommodation Service you want to roster and click the Edit action.
  3. Navigate to the Service Roster Template tab.

2. Building the Roster Template

Accommodation rosters in Platform for Care are often built on a fortnightly cycle to reflect standard residential care patterns.

  1. Select the Week: Choose which week of the cycle you are building for.
  2. Add Shift Template: Click the Add Shift Template button.
  3. Define the Days: Select the days of the week (e.g., Monday through Sunday) that this specific shift applies to.
  4. Set Validity Dates: Enter the Template Valid From and Valid Till dates to determine how long this pattern will repeat.
  5. Enter Shift Details:
    • Shift Type: Choose the type (e.g., Morning, Active Night, Sleepover).
    • Scheduled Times: Enter the Start and End times for the shift.
    • Role & Staffing: Select the required Role (e.g., Support Worker) and the Number of Employees Required for that shift.
  6. Save: Click Save to add these shifts to the service roster.

Important Note: Ensure you have set up shift templates for all weeks in your cycle (e.g., Week 1 and Week 2). Failing to do so will result in gaps in the live roster.

3. Managing Clients in the Roster

Once the employee shifts are modeled, you must ensure the residential clients are correctly allocated.

  1. Service Request: Ensure each client has a valid Service Request for "Accommodation".
  2. Allocation: When a Service Request is approved for an Accommodation Service, the client is automatically allocated to all shifts within that service for the duration of the request.
  3. Manual Removal: If a client is away (e.g., hospital stay or family visit), they can be removed from specific shifts via the Live Roster by selecting Manage Client and clicking the bin icon.

Troubleshooting Accommodation Rosters

  • Gap in Roster: If a shift isn't appearing, check that the template was saved for both Week 1 and Week 2 of the cycle.
  • Missing Staff: Staff must be Approved for that specific Accommodation Service to be assigned to shifts.
  • Client Not Showing: Verify the client's Funding Confirmation and Service Request are active and have sufficient funds