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Using the Schedule

Using the Schedule

The Schedule feature in Elate gives you a full overview of all support activities within your organisation. Whether you're planning ahead or managing real-time changes, the Schedule helps you stay in control.

Accessing the Schedule

To access your schedule, click “Schedule” from the left-hand menu. This opens your scheduling dashboard, where you can view support activities for both Support Recipients and Team Members (Carers).

Viewing Options

  1. Click the “View” drop-down at the top right corner of the schedule to choose how you'd like to see the schedule:

    • Timeline View - gives a live, visual snapshot of daily activities across your care team. It opens by default from 8am to 8pm, highlighting core care hours.

    • Week View - gives a 7-day overview of scheduled activities.

    • Day View - shows a detailed breakdown of all visits and tasks for a single day.

      2.   At the top of the Schedule page, you’ll find a toggle button that lets you switch between:

    • Support Recipient View – see the schedule based on clients’ activities

    • Carer View – view activities from your staff’s perspective

Click the button that says “Switch to Carer View” or “Switch to Support Recipient View” to toggle between them. The label will reflect the view you are switching to.

You can also click the “Today” button to jump straight to the current day – handy if you’ve been navigating through different dates.

 Creating a Support Activity

You can create new support activities directly from the Schedule.

  1. From the left-hand side menu, click on Schedule to open the calendar.

  2. Click the Create button on the top right, then select Support Activity from the dropdown.

  3. Select the individual the activity is for.

  4. Select a Support Plan

    • Pick from active support plans shown on the page.

    • Use the search bar to find one quickly. Click Next.

  5. Set the Date, Time, and Duration

    • Input when the activity will occur.

    • If it repeats, click Select Recurrence and choose the frequency.
      Click Next.

  6. Choose the team member to deliver the support.

  7. Click Save and confirm to create the scheduled event.

 

Event Cards Colour-codes

Each event is colour-coded for quick identification:

  • Turquoise with a tick– Completed visits

  • Navy Blue – Upcoming visits

  • Pulsing Icon – Currently active visits (checked-in)

  • Amber / Yellow - Overdue events that were not completed.

  • Green – Overtime

  • Red – Unavailability

  • Black – Cancelled visits

These visual indicators make it easy for care managers and coordinators to monitor the day at a glance.

Managing Events on the Schedule

  • Click on any event to view details such as who’s assigned, the time, tasks, and any notes.

  • Drag and drop to:

    • Extend the visit duration (in 15-minute intervals) - This feature is only available in Timeline View and allows you to adjust care visit time by dragging the entire event card or the edges.

    • Reassign the event to another team member.

    • Move any event into the Unassigned section to remove the carer(s).

If many activities are unassigned, click “Hide” to temporarily collapse the unassigned list for a cleaner view. Click “Show” to bring it back.

From the support event panel, you can also:

  • View all tasks and notes

  • Click “Edit” to update the support activity as needed

Elate Schedule Walkthrough:

 

Using Filters

Use the Filter options to narrow your view based on:

  • Specific Support Recipients OR

  • Team Members (for admin users).

In Summary

With Timeline, Week, and Day views, the Schedule dashboard offers flexibility for planning and real-time responsiveness. Whether you're managing care delivery, coordinating shifts, or tracking availability, Elate’s scheduling tools keep you organised and informed.