> ## Documentation Index
> Fetch the complete documentation index at: https://docs.elateuk.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Using the Elate Schedule to Manage Your Rota
> Learn how to navigate the Elate Schedule, switch between Timeline, Week, and Day views, read event colour codes, and manage your team's rota in real time.
The Schedule is your central hub for overseeing all support activities across your organisation. Whether you're planning visits a week in advance or making real-time adjustments during a shift, the Schedule gives you the visibility and control you need to keep care delivery on track.
## Accessing the Schedule
Click **Schedule** in the left-hand menu. This opens the scheduling dashboard, where you can view activities for both your **Support Recipients** (clients) and your **Team Members** (carers).
## Choosing a View
Click the **View** drop-down at the top right of the Schedule page.
Choose from the three available options:
* **Timeline View** — the default view. Displays a live, visual snapshot of all activities across your care team for a single day, covering **8 am to 8 pm**. Use this view for day-to-day operational oversight.
* **Week View** — shows a 7-day overview of all scheduled activities. Ideal for forward planning and spotting coverage gaps.
* **Day View** — provides a detailed breakdown of every visit and task on a single day. Useful when you need granular detail for a specific date.
Use **Week View** when planning rotas in advance and switch to **Timeline View** for real-time management during the day.
## Switching Between Support Recipient View and Carer View
At the top of the Schedule, a toggle button lets you flip between two perspectives:
* **Support Recipient View** — organises the schedule around your clients, showing what activities each person has coming up.
* **Carer View** — organises the schedule around your staff, showing what each team member is assigned to deliver.
Click **Switch to Carer View** or **Switch to Support Recipient View** to toggle between them. The button label always shows where you are *switching to*, not the view you are currently in.
Use Carer View when allocating cover or checking whether a team member has capacity. Switch to Support Recipient View to verify that each client's care needs are fully covered.
## Navigating Dates
Click the **Today** button at the top of the Schedule to jump straight back to the current date. This is especially handy after browsing through past or future dates.
## Understanding Event Colour Codes
Every event card on the Schedule is colour-coded so you can assess the status of visits at a glance. The table below explains what each colour means.
| Colour | Indicator | Meaning |
| --------------------- | --------- | --------------------------------------------------------------------------------------------- |
| Turquoise with a tick | ✔ | **Completed** — the visit has been finished and checked out |
| Navy blue | — | **Upcoming** — the visit is scheduled but has not started yet |
| Pulsing icon | \~ | **Active / Checked in** — a carer is currently on-site and the visit is in progress |
| Amber / Yellow | — | **Overdue** — the visit window has passed and it was not completed |
| Green | — | **Overtime** — the carer has exceeded the scheduled duration |
| Red | — | **Unavailability** — the time slot is marked as unavailable (e.g. annual leave, sick absence) |
| Black | — | **Cancelled** — the visit has been cancelled |
Scan for amber events first thing in the morning to identify any visits from the previous day that were not completed and may need follow-up.
## Managing Events on the Schedule
### Viewing Event Details
Click any event card to open the event details panel. From here you can see the assigned carer, the scheduled time, the support tasks included, and any notes recorded against the visit.
### Drag and Drop
In Timeline View, drag the edge of an event card to extend or shorten the visit. Duration adjusts in **15-minute intervals**. You can also drag the entire card to reposition it on the timeline.
Drag an event card across the schedule to a different team member's row to reassign the visit without opening the edit screen.
Drag any event card into the **Unassigned** section to remove the assigned carer while keeping the visit on the schedule. The visit will remain visible until it is reassigned.
Drag-and-drop duration editing is only available in **Timeline View**. If you are in Week View or Day View, open the event and use the **Edit** button to change the duration.
### Managing the Unassigned List
If a large number of activities are waiting to be assigned, the unassigned list can become long and clutter your view. Click **Hide** to temporarily collapse it, then click **Show** to bring it back when you are ready to assign carers.
### Editing an Event
Click any event to open the details panel, then click the **Edit** button to update the support activity — for example, to change the time, duration, assigned carer, or tasks.
## Filtering the Schedule
Use the **Filter** options to narrow down what is shown on the schedule:
* Filter by specific **Support Recipients** to focus on one or more clients.
* Filter by **Team Members** to focus on one or more carers (available to admin users).
Filters are useful when you manage a large team and need to reduce visual noise on a busy schedule.