Risk & Safety Management
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      2. Risk & Safety Management

      Scheduling

      The scheduling feature lets users add start and finish times to planned and requested activities. This way, users know when to start activities.

      If a user misses a scheduled activity, a ‘Missed Start‘ alert is triggered. This can be configured to notify supervisors. This helps keep activities on track and ensures they are started and completed as planned.

      Each user has access to the calendar view (Schedules page). From here, users can schedule new activities and manage existing ones. This helps organise activities effectively.

       

       

      Scheduling Activities

      Activities can be scheduled from the New Activity and Schedules pages of the web portal.

      • Regular users can schedule activities for themselves.
      • Team leaders can schedule activities for themselves and their team members.
      • Admins can schedule activities for anyone in the organisation.

       

      Scheduling an Activity from New Activity

      Schedule start and finish fields are only available when using ‘Plan for Later’ and ‘Request Approval’ if the scheduling feature is enabled.

      1. Log into the web portal.
      2. Select ‘New Activity’.
      3. Populate activity details. 
      4. Select ‘Plan for later' or ‘Request Approval’
      5. Name the activity.
      6. Add scheduled start and finish times.

       

      Scheduling an Activity from Schedules

      Create individual activities or bulk upload schedules.

      To create an individual schedule.

      1. Log into the web portal.
      2. Select 'Schedules'.
      3. Select the user you want to create a schedule for.
      4. Select 'Schedule activity'.
      5. Populate scheduled activity details.
      6. Click Save.

      Please note when creating individual schedules can create repeating schedules and add optional details such as a description and destination.

       

      To create bulk schedules

      1. Log into the web portal.
      2. Select 'Schedules'.
      3. Choose "Bulk upload' at the top of the screen.
      4. Download the file template.
      5. Populate the template according to upload instructions.
      6. Save the file.
      7. Select ‘Browse.’
      8. Upload the saved file.
      9. Select ‘Continue.’
      10. Review upload details and select 'Import'.

       

      Editing/Deleting Scheduled Activities

      To edit a scheduled activity click the users schedule you want to edit, if there is an exisiting repeating schedule the following prompt will appear:

      Here you can make changes to a schedule. By clicking the three dots at the top you can duplicate or delete a scheduled activity and repeating scheduled activities.

      Scheduled Activities

      Scheduled activities will not automatically start. If needed, scheduled activities can be started before the scheduled start time.

      Scheduled activities are accessible in the ‘Activities’ screen of the app. From the web portal, the ‘Plans & Requests’ page and ‘Schedules’ page. Each activity includes a summary screen containing various details.

       

      Next Scheduled Activity

      A user's next scheduled activity is displayed on the Home screen of their app. The activity can be launched directly from the home screen. The activity will start flashing orange when the scheduled start time is reached. This flashing will continue until the activity expires.

         

       

      Expired Activities

      Scheduled activities will change to ‘Expired’ when a Missed Start alert is triggered. Expired activities can be started and the Missed Start alert will be cancelled.

       

      Scheduling Settings

      Admins can configure scheduling settings for the organisation from the Schedules page by selecting the cogs icon.

       

      Activity Creation

      Set how many days before start date scheduled activities are visible in the GetHomeSafe app.

       

      Grace Period

      The Grace Period allows a window of opportunity for users to start their scheduled activities even if the scheduled start time has passed.

      For example, an organisation has a 30-minute Grace Period. This means all users have a 30-minute window after their scheduled activities’ start time to still start the activity. If scheduled activities have not been started by the end of this grace period, a Missed Start alert is triggered.

       

      Team Leader Missed Start Alerts

      If enabled, team leaders in the organisation will be notified if Missed Start alerts are triggered by their team members.

       

      Call Centre Missed Start Alerts

      If enabled, call centre users who monitor the organisation will be notified if Missed Start alerts are triggered.

       

      Notification Settings

      A users scheduled notification settings can be configured by clicking into a users name on the Schedules page and selecting the cogs icon.

       

      Reminder Threshold

      Set the time that a user will be notified in minutes before their scheduled activity is supposed to start.

       

      Notification Channel

      Customise the scheduled notification channels for users. This includes email, push notifications, SMS, and/or automated phone calls (if enabled).