Fits if one visit moves

How a slot that needs one other visit to move is found, what its warnings mean, and which customers are emailed when you book it.

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What it is#

Sometimes a visit waiting for a slot does not fit on a day, even with flex, but it would if one other visit on that day moved. The app looks for that one move and offers it under Fits if one visit moves. Each slot says whose visit moves, from where and to where. Nothing moves until you book it, and then both changes are saved together.

It is offered only for a visit that already exists, waiting on Waiting to be scheduled. It is never offered for a new one-off job, and not on the Move sheet you open from a visit's details.

When to use it#

Use it when the day you want has no room, and moving another customer's visit a little is better than a later day or a longer day for your team member.

How to do it#

  1. Open Waiting to be scheduled from the dashboard card, or the To do card on the diary.
  2. Find the visit and press Choose another slot.
  3. Look under Fits if one visit moves. Each slot gives the day, the times and the team member, then the move, for example "Avon Vale Housing's visit moves from Thu 8 Oct, 09:00 with Sofia Marchetti to Fri 9 Oct, 09:00 with Marcus Osei." If that customer would be told, it adds "They can be emailed about the change."
  4. Tap the slot. The bar at the foot of the sheet names the visit you are booking or placing, then "To make room:" and where the other visit moves from and to.
  5. Read the warnings under the move, each with an amber triangle and naming who and which day:
    • the new day is not one of that customer's preferred days, for example "Fri 9 Oct is not one of Avon Vale Housing's preferred days"
    • the new team member is not their preferred team member
    • the new day is outside their due week
  6. Under Emails, check the tick boxes. Each names its customer. Press Edit the email to read or change an email before it goes.
  7. Press Book it. For a visit under Visits to be placed, the button reads Place it (Move it for a confirmed visit). To choose again, pick another slot, or press Back on the reschedule sheet.

A suggested slot on Visits to be rescheduled that ends "(if one visit moves)" is one of these offers. Book the suggested slot opens the same bar.

On a phone the move folds to one line, for example "To make room: Avon Vale Housing moves from Thu 8 Oct to Fri 9 Oct", with Details for the team members, the times and the warnings.

What your customer sees#

Two customers can be emailed, and the tags under the tick boxes say who will be and who will not, changing as you tick.

  • The customer you are booking: for a visit you are rescheduling, the tick box reads, for example, "Email Bettina Kraus their new date". The email gives the new day and the morning or the afternoon. For a visit you are placing, the tick box shows only when the day is inside your confirm window, and sends their visit confirmation.
  • The customer whose visit moves: they can be emailed only when their visit is confirmed and the change is worth telling, meaning it moves to another day, or its start moves by more than two hours on the same day. Then their tick box shows, ticked for you, for example "Email Avon Vale Housing about their moved visit". Untick it and nothing is sent. For a smaller move the bar says they will not be emailed, because their visit stays on the same day and moves by two hours or less. If their visit is not confirmed yet, there is no tick box: they are emailed when it is confirmed, as usual.

No customer is ever told a clock time.

What happens next#

When you press the button, the app checks both moves again against the diary as it is now. If either no longer works, nothing changes and it says "That offer no longer holds: the diary has changed since it was suggested. Reload the list." Otherwise both visits are saved together.

A message then says where your visit is booked, where the other visit moved from and to, and who was emailed. Both visits are placed by hand, so the diary does not move them again by itself.

If either visit is tomorrow, the team members are emailed the change straight away.

Good to know#

  • It is offered only on a day where the visit does not fit as things stand, even with flex, and never for today.
  • Exactly one other visit moves: to another team member on the same day, or to another day up to 5 working days away. It never moves to today or an earlier day.
  • Both visits must fit in normal hours. A move never uses flex and never takes anyone outside their working hours.
  • The visit that moves is never one with no team member, one waiting for your decision, one already on Waiting to be scheduled, or one for a customer who has been sent an agreement update they must accept.
  • The app picks the move that changes least: another team member on the same day first, then team members working alone before crews, the shortest visit, and the nearest day. You get at most one offer per day.
  • In Choose another slot, a move that would take the other visit outside its due week is not offered. A suggested slot can include one, and its warning says so.
  • Works the same in automatic mode ("Let the diary plan itself") and self mode ("I place visits myself").

See also: The diary

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