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Create a visit for one support recipient, or a group session for everyone in a group, then change it later if plans move. Who can do this: anyone whose role includes Edit schedule. 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. The Create visit page on its first step, Who it is for, with the summary on the right (demo data)

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Create a visit

1

Open the form

In Schedule, select Create visit. The form opens as a full page in three steps. You can also drag across an empty slot in the Day or Week view, which fills in the time (and the person, if you dragged in their column).
2

Who it is for

Leave Visit type on Individual visit and choose the Support recipient. Add a Title if you want one; if you leave it blank, Elate names the visit after the person. Location shows the person’s address. Type or search to send the carer somewhere else for this visit. To go back to the person’s address, select Use (name)‘s address. Select Next.
3

What happens

Pick the packages and tasks the carer will tick off on this visit. You can leave it empty, and the visit starts with no checklist. Select Next.
4

When and who

Set When: the date, the start time and the end time. An end time earlier than the start runs into the next day. Leave Repeats on Does not repeat for a one-off visit (see Repeating visits). Choose the Team member, or leave it on Unassigned. Tick Handover required if the carer must leave a handover for the next visit.
5

Save

Select Create visit. Elate shows Visit created and takes you back to the schedule.
On a wide screen, a Summary beside the form shows who it is for, where, how many tasks, when, how it repeats and who covers it. You can also start from a person’s profile. On a support recipient’s Schedule tab, Create visit fixes the support recipient and makes an individual visit. On a team member’s Schedule tab, it fills in the team member.

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Choosing the team member

The Team member picker ranks your team for this time slot, using who has seen this person before, availability, skills and travel. It lists Unassigned first, then Best match, Good fit, Available and Unavailable. Point at the information icon beside Sort to see how the groups are decided. Each name carries short reasons, for example Preferred carer, New to this person, Has the required skill, Overlaps 1 visit, On approved leave, or how many minutes they are from their previous visit. Use Sort to switch between Best match first, Name A to Z and Name Z to A. Nobody is hidden or blocked: you can still choose someone in Unavailable. After you save, Elate may show a Conflict warning (the team member already has an overlapping visit) or a Compliance warning (their DBS or training has expired). The visit is saved either way.

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Create a group session

A group session books everyone in a group at the same time, for example a day centre session.
1

Choose Group session

In Create visit, set Visit type to Group session and choose the Group. Each group shows how many people are in it. Groups are set up in Settings > Groups (see Groups and offices).
2

Pick the checklist

Everyone in the session gets the same checklist, so you can only pick organisation-wide tasks and packages. To add something for one person only, open their own visit afterwards.
3

Set the time and team member

Set When, Repeats and the Team member, as for a single visit.
4

Save

Select Create group session (or Create repeating group sessions if it repeats).
Elate creates one visit for each support recipient in the group, all at the same time with the same team member. Each one can then be opened and changed on its own. A group with nobody in it cannot be used.

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Edit a visit

1

Open the visit

Select the visit on the schedule to open the visit sheet.
2

Select Edit visit

Edit visit is at the bottom of the sheet. It is not shown on a completed or cancelled visit.
3

Make your changes

Change the Title, When, Team member, Location or Handover required. For a repeating visit you can also change Repeats.
4

Save

Select Save changes. For a one-off visit, Elate shows Visit updated.

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Editing a repeating visit

When the visit is part of a repeating series, saving asks which visits to change:
  • This visit: only the one you opened.
  • This and following visits: this one and every later one in the series.
  • All visits: every visit in the series.
Some changes limit the choice. If you change the repeat pattern, only This and following visits is offered. If you move the visit to another date, All visits is not offered. Select Save to apply.

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Quick changes from the visit sheet

  • Change the team member: on the Overview tab, under Assigned to, select Assign or Change. For a visit with two team members, use Edit visit instead.
  • Change the tasks: on the Tasks tab, select Edit checklist (or Add tasks). See The visit sheet on the web.
  • Move it: drag it on the calendar. See Using the schedule.