Lumary WFM - This article explains how to add an accommodation session so that you can roster worker and client appointments on house and proposed house rosters.
Sessions with the work type set to Accommodation enable rosterers to add and manage worker appointments on:
- house rosters, and
- proposed house rosters.
Once you add accommodation sessions, you'll be able to add and manage workers using the right mouse click.
Required and supported packages
Available in: Lumary WFM
Supported in: Lumary DC
Updated in: Lumary DC 2.0
This article explains how and where to:
- create an accommodation session
- set the basic details
- add assets like rooms, vehicles, or equipment
- add clients and workers
- add planned services
- add ad hoc services
- add session activities, and
- finalise and save the session.
Depending on how you plan to manage your base and house rosters, you may not need to add information at every step.
Create an accommodation session
To appear on house or proposed house rosters, accommodation sessions must be added to the base roster. While the Accommodation work type session can be added to roster periods and the live scheduling roster, these won't appear on house or proposed house rosters.
To create an accommodation session that will appear on a house roster and its proposed house rosters:
- Click on the Scheduling tab. You may need to search for this tab by clicking on the App Launcher nine dot icon.
- Click on the Roster Mode button. This will launch a Roster popup.
- Click on the Select an existing Roster option. This will reveal a Search Rosters... field.
- Search for your base roster and select it.
- Click on the Open Roster button.
This will open your base roster. You can tell you're on a base roster by:
- the red Roster tag in the top part of the roster record, and
- the Base Roster option being active on the roster selection drop-down list above the calendar.
- Click on the Roster Session button.
This will launch the Select Session Type popup. The following table explains the fields on this form.
| Field | Purpose and use |
|---|---|
| Work Type | Select Accommodation. This is required for the session to appear on house rosters and proposed house rosters. |
| Category | Select Billable or Non-Billable. |
| Session Type |
If you're setting up a billable session, you can set the session type to show a type of session or which part of the day or night the session covers. For example, options may include:
|
Once you've set up your session type, click on the Next button. This will take you to the first part of the New Session form.
Set the basic details
The first section of the form captures basic details, including the day, time and location. The following table explains the purpose and use of each field. Fields with an asterisk are mandatory.
| Field | Purpose and use |
|---|---|
|
* Start Day
|
Set the number of the day that corresponds to the day that the sessions will begin. For example, if the base roster begins on Monday, day 1 will be Monday and day 7 will be Sunday. |
|
* End Day |
Set the number of the day that corresponds to the day that the sessions will end. For example, if the base roster begins on Monday, day 1 will be Monday and day 7 will be Sunday. |
| * Start Time | Use the drop-down list to select the session's start time. |
| * End Time |
Use the drop-down list to select the session's end time. If you're using the house or proposed house rosters to add worker appointments, they'll need to be within the session's start and end times. |
| * Session Subject | Type in a subject for the session. This appears on the session when you view it in calendars. |
| * Session Location |
Select a location option. Some options reveal additional fields that you'll also need to complete. Home: If more than one client is attending, you'll be able to select the client whose home will host the session later, on the Attendees screen. Selecting Home makes the Client field mandatory. |
| Session Region | Search for and select the region. This field is optional. You may only need to enter a value here if your organisation uses regions. |
Once you've completed all of the mandatory fields and added any other basic information, click on the Next button.
Add assets
The next section is for adding assets and attendees. At the top of this panel, you can add an asset, like a room, vehicle or other equipment for the session. If you don't need to add any assets, you can scroll down to add your attendees.
To book an asset:
- On the Add Asset panel, click on the plus icon.
- Complete the fields as explained below.
| Field | Purpose and use |
|---|---|
| Category | Select the type of asset you'd like to book, for example, a vehicle. |
| Start Date and Time | These fields prefill with the session start date and time. You can adjust them if you need to book the asset earlier to include things like travel time or room setup. |
| End Date and Time | These fields prefill with the session end date and time. You can adjust them to book the asset for extra time after the session for travel time or room pack up. |
| Asset | Click in the search field and start typing the asset name. Click on the name of the asset to select it when it appears. |
- Once you're happy with your settings, click on the Save Asset button.
The asset you've booked will appear below the Add Assets panel. You can use the:
- pencil icon to edit the asset, or
- the trash can icon to delete it.
To book more assets for this session, repeat these steps.
- Scroll down to the fields below the Add Asset panel to add clients and workers.
Add clients and workers to the session
Below the Add Assets panel, you can add attendees to the session if it will typically involve the same people. The fields for adding clients and workers are explained in the table below.
If you're not adding clients or workers, click on the Next button to move onto finalising and saving the session.
| Field | Purpose and use |
|---|---|
| Client |
To add a client, click in the search field, start typing their name then select it when it appears. Once added, their name appears under the Client field. This field is mandatory if you selected Home as the location on the Details screen. If this is a session for a group, you can add additional clients using this field. As you add more clients, their name will be added below the field. To remove a client, click on the cross next to their name. |
| * Home |
This field appears if you selected Home as the location on the Details screen. From the drop-down menu, select the client in whose home the services will be delivered. |
| Required Workers | Type in the number of workers needed to run the session. If the field is marked as mandatory, it needs to be at least 1. Otherwise, this field is optional. |
| Worker |
To add a worker, click in the search field, start typing their name then select it when it appears. Once added, their name appears under the Worker field. Repeat these steps to add more workers. |
Once you've completed all of the mandatory fields and added any other information, click on the Next button.
Add planned services
The Services screen only appears on a new session once you've added a client on the Attendees screen. You can add one or multiple services to a session. If you aren't adding attendees to your base roster, you won't be able to add planned services.
Planned services are the services included in the client's service agreement. To add a service or item that isn't covered by their service agreement, you'll need to use the ad hoc service option.
If you're not adding either type of service to your session, click on the Next button to move onto finalising and saving the session.
To add one or more planned services to the session:
- In the Add Planned Service panel, click on the plus icon.
- Complete the fields as explained below.
As you make selections, additional fields will appear. Depending on the client's service agreement, fields may auto-fill or show a drop-down list with options. The fields you'll see may differ depending on:
- the services you select
- how your environment has been set up, and
- the type of funding you're claiming or invoicing.
| Field | Purpose and use |
|---|---|
| Support Category | The options here are based on the support categories in the client's service agreement. What you select determines which services appear in the Service drop-down list. |
| Service | The options shown here are based on the services in the client's service agreement and the support category you selected above. |
| Scheduled Delivery Ratio | This field captures the ratio of workers to clients for services that allow or require apportionment. For example, one worker providing a service for one client would be a ratio of 1:1. |
| Site | The site associated with the service being delivered. |
| Rate | The rate to be charged for the service. |
| Funding Management | This field will be based on the funding management type in the client's service agreement. |
| Claim Type | The options available depend on the service you've selected and the claim types allowed for that service under the NDIS. Other options may include:
Face-to-Face is the default option and should be used for any service not being claimed against one of the other claim types. When services with the Face-to-Face claim type are included in an extract, the claim type will display as blank. |
| Delivery Method |
Sets the way the system calculates the charge for services delivered. Possible options include:
|
| Selected Clients |
If a group of clients will be attending, you can select which clients to charge for this service. Only clients who have the service available on their service agreement will be available to select. Select the client from the Available box, then click the right arrow to move them to the Selected box. |
| Travel Chargeable | Put a tick in the checkbox if the worker will be able to claim for travel. |
| * Travel Area | This mandatory drop-down field appears if you tick the Travel Chargeable checkbox. Travel areas are based on the NDIS pricing arrangements. |
| Add Non Face-to-Face (NF2F) |
Put a tick in the checkbox if workers will need to claim non face-to-face minutes. |
| * NF2F Minutes |
This mandatory field appears if you tick the Add Non Face-to-Face (NF2F) checkbox. Enter the number of minutes required for the NF2F part of the service delivery. |
- Click on the Save Service button.
The service appears under the Planned Services section. You can use the:
- pencil icon to edit the planned service, or
- the trash can icon to delete it.
To add more planned services to this session, repeat these steps.
- You can also add ad hoc services on this screen or click on the Next button to move on to finalising and saving the session.
Add ad hoc services
Ad hoc services are used for adding services or items that are not included in a client's service agreement to the session. This could include services that will be paid privately, consumables or over-the-counter purchases.
You can only add ad hoc services if this feature has been enabled in your organisation's environment.
To add one or more ad hoc services to the session:
- In the Add Ad Hoc Service section, click on the plus icon.
- Complete the fields as explained below.
Some fields may auto-fill depending on the service you've selected. Additional fields may also appear as you make selections.
| Field | Purpose and use |
|---|---|
| * Service | Service options will depend on the ad hoc services that are set up in your environment. |
| * Scheduled Delivery Ratio | This field captures the ratio of workers to clients for services that allow or require apportionment. For example, one worker providing a service for one client would be a ratio of 1:1. |
| * Site | The site associated with the service being delivered. |
| * Rate | The rate to be charged for the service. |
| * Claim Type | The options available depend on which claim types have been set up for the ad hoc service you've selected. |
| * Delivery Method | Sets the way the system calculates the charge for services delivered. Possible options include:
|
| Selected Clients |
If a group of clients will be attending, you can select which clients to charge for this service. Select the client from the Available box, then click the right arrow to move them to the Selected box. |
- Click on the Save Service button.
The service appears under the Ad Hoc Services panel. You can use the:
- pencil icon to edit the ad hoc service, or
- the trash can icon to delete it.
To add more ad hoc services, repeat these steps.
- Click on the Next button.
Add session activities
The Session Activities screen appears if you added one or more workers. Session activities are things that could affect a worker's pay and award interpretation. This includes allowances, breaks, sleepovers or higher duties.
If you're not adding session activities, click on the Next button to move onto finalising and saving the session.
To add a session activity to a session:
- In the Add Session Activity panel, click on the plus icon.
- Complete the fields as explained below.
| Field | Purpose and use |
|---|---|
| * Worker | The options here are based on the worker(s) selected on the previous screen. |
| * Record Type |
Select the type of activity. Some options reveal additional fields that you'll also need to complete. Options may include:
|
| Paid Break | This checkbox appears when Break is selected as the record type. A tick in the checkbox indicates a paid break. |
| * Category | This field appears when Variation/Higher Duty or Allowance is selected as the record type. Use it to select the type of variation, duty or allowance. |
|
Appointment Start Day/Time Appointment End Day/Time |
The appointment day and times are shown as a reference so that you can make sure your session activity times are within the duration of the appointment. |
| * Start Day/Time |
These fields capture the start day/time of the session activity. They must be within the duration of the appointment. |
| * End Day/Time | These fields capture the end day/time of the session activity. They must be within the duration of the appointment. |
- Click on the Save Session Activity button.
The session activity appears below the Add Session Activity panel. You can use the:
- pencil icon to edit the session activity, or
- the trash can icon to delete it.
To add more session activities, repeat these steps.
- Click on the Next button.
Finalise and save the session
On the Finalise screen, you can add some additional details, then save the session. These optional fields are explained in the following table.
| Field | Purpose and use |
|---|---|
| Service Types |
Specifies the type of service provided in this session, for example, Physiotherapy. Select the type from the Available box, then click the right arrow to move it to the Chosen box. The available options depend on how your organisation has set up service types. |
| Comments | Add in any comments related to the session. |
| Employee Message | If there is specific information or instructions for the worker about this session, you can type them in here. |
Once you're happy with your settings, click on the Save button to save your session. It will now appear on the base roster, as well as the linked house roster and its proposed rosters.
To see sessions with an Appointment work type on your base roster, make sure your calendar is set to Session view. The view drop-down list appears at the top of the calendar.