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Operations is where the office keeps watch over the whole organisation: incidents, safeguarding, support planning, assessments, medication, availability, overtime and staff compliance. This page explains the Operations tabs and the Overview tab, and shows you how to record overtime. Who can do this: anyone whose role includes Overtime can add overtime. By default that is Organisation Owners, Service Provider Admins, Care Managers and Care Coordinators. Your organisation can change this in Settings > Permissions. Your organisation may use different words for some things, such as “Service users” instead of “Support recipients”. Elate shows your organisation’s words everywhere, so follow what you see.

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Who sees Operations

Operations appears in the sidebar of Elate on the web for anyone whose role includes at least one of these permissions: Incidents, Safeguarding, Tasks and packages, Availability, Overtime, Team, Manage medications or Assessments. By default that is Organisation Owners, Service Provider Admins, Care Managers, Care Coordinators, Team Leads and Read Only Auditors. Carers never see Operations, whatever their permissions. A carer finds the incidents they raised on their dashboard and on the profile of the person the record is about.

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The Operations tabs

You only see the tabs your role can open.
Old links still work. Addresses ending in /incidents, /safeguarding, /support-plans or /medications open the matching Operations tab.

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What the Overview tab shows

Each section shows only if your role holds its permission.
  • Availability (needs Availability): each availability block, with the team member, the reason, the start time and its status: requested, approved or declined.
  • Overtime (needs Overtime): each overtime entry, with the team member, the minutes, the reason and its status.
  • Compliance & expiries (needs Team): team members whose DBS expiry or training expiry is overdue or due within 30 days, marked Overdue or Due soon.
  • Staff activity (needs Team): the number of visits and hours for each team member. Select Export CSV or Export PDF to download it.
If you have picked a group, the Overview tab shows that group’s team members only, with a notice naming the group. Select Show everyone to see the whole organisation again. See Groups and offices.

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Record overtime

1

Open the Overview tab

Select Operations in the sidebar, then the Overview tab.
2

Start a new entry

In the Overtime section, select Add. The Add overtime panel opens.
3

Choose the team member

Pick the person in Team member.
4

Link a visit, if there is one

In Linked visit, choose the visit the extra time belongs to, or leave it on No linked visit.
5

Enter the time

Type the extra time in Minutes. It starts at 30 and goes up or down in steps of 5.
6

Say why

Write a short Reason so whoever reviews it knows what the time was for.
7

Save it

Select Add overtime. The entry appears in the Overtime list with the status draft.

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Add an availability block

You can also record leave or unavailable time from the Overview tab. This needs the Availability permission, which by default Organisation Owners, Service Provider Admins, Care Managers, Care Coordinators and Team Leads hold.
1

Open the panel

In the Availability section, select Add. The Add availability block panel opens.
2

Fill it in

Choose the Team member and a Reason: Annual leave, Sickness, Training or Unavailable. Set the Start and End date and time.
3

Save it

Select Add availability. The block appears in the list with the status requested.
For reviewing requests and how leave affects the schedule, see Availability and leave.

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Questions

New entries are saved as draft. An entry can also show approved or rejected, but the Overview tab has no button to change an entry’s status.
By default, Organisation Owners, Service Provider Admins and Care Managers get an Overtime submitted notification in Elate. See Your notifications.
Open the team member’s profile and select the Availability tab. It lists their availability blocks and their overtime entries side by side.
Read Only Auditors can read the Overview tab but cannot add anything, so the Add buttons are hidden for them.