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This guidance is for Lumary WFM/DC. For help with a different Lumary product, check out our Care Management (CM), Allied Health (AH) or Applied Behavioral Analysis (ABA) guides.

Roster a sleepover with an excursion

Updated

This article explains how to roster a worker for a shift that includes both an excursion and a sleepover component — for example, when a participant attends a day excursion that runs into an overnight stay before continuing the following day.

This type of roster requires careful setup because the sleepover activity must be recorded within the session it falls under, even though it occurs later in the night. There is no separate session scheduled for the sleepover period itself — the worker simply transitions from the excursion into the sleepover during that same session.

Why not three separate sessions?
You might expect to create three separate sessions — one for the excursion, one for the sleepover, and one for the following day's excursion. However, the system does not automatically split excursion sessions the way it does for standard sleepovers, so the sessions need to be set up to match exactly how the timesheets are expected to come through. This means two sessions, with the sleepover recorded as an allowance activity within the first session rather than as a separate session of its own.

Worked example: sleepover with excursion

The steps in this article use the following example to illustrate how to set up a sleepover with an excursion. Your actual session times will vary depending on the support being delivered.

Session Time Session activities
12:00 pm – 10:00 pm Day 1 Excursion + Sleepover
No session 10:00 pm – 6:00 am Worker is on sleepover — no session is rostered for this period
6:00 am – 5:00 pm Day 2 Excursion

Important — sleepover timing: The sleepover session activity must have start and end times that fall within the 12:00 pm – 10:00 pm session. Even though the worker will physically be on sleepover later in the night, Lumary requires the activity to sit within the parent session's time boundaries. The 10:00 pm – 6:00 am period is understood to be the sleepover — no additional session needs to be created for it.

Step 1 — Set up the first session (12:00 pm – 10:00 pm)

Add the excursion session activity

  1. Either create a new session or open an existing session from the base roster, a roster period, or directly from the live schedule. If creating a new session, complete the form and ensure to include the session activity as explained in the following steps. If updating an existing session, right-click the session from the base roster, roster period, or live schedule. Select Modify Session Activities from the menu.
  2. Click the + button to add a new session activity.
  3. Complete the form:
    • Worker: select the assigned worker
    • Record type: Allowance
    • Category: Excursion Sleepover 
    • Start and end times: these must fall within the session times (e.g., 9:00 pm – 10:00 pm). The sleepover period itself continues beyond the session, but the activity times must sit within the session boundary.
  4. Click Save Session Activity.
  5. Click Save to apply all changes to the session.

Add the sleepover session activity

  1. Click the + button again to add a second session activity.
  2. Complete the form:
    • Worker: select the assigned worker
    • Record type: Sleepover
    • Start and end times: these must fall within the session times (e.g., 9:00 pm – 10:00 pm). The sleepover period itself continues beyond the session, but the activity times must sit within the session boundary.
  3. Click Save Session Activity.
  4. Click Save to apply all changes to the session.

No session for the overnight period: Do not create a session for the 10:00 pm – 6:00 am period. The worker is on sleepover during this time and this is already accounted for by the sleepover activity added above. Adding a session here would result in duplicate or incorrect payroll calculations.

Step 2 — Set up the second session (6:00 am – 5:00 pm)

Either create a new session for this period, or open an existing session from the base roster, a roster period, or directly from the live schedule. Then add the excursion activity.

  1. Either create a new session or open an existing session from the base roster, a roster period, or directly from the live schedule. If creating a new session, complete the form and ensure to include the session activity as explained in the following steps. If updating an existing session, right-click the session from the base roster, roster period, or live schedule. Select Modify Session Activities from the menu.
  2. Click the + button to add a new session activity.
  3. Complete the form:
    • Worker: select the assigned worker
    • Record type: Excursion
    • Start and end times: set to the session times (e.g., 6:00 am – 5:00 pm)
  4. Click Save Session Activity.
  5. Click Save.

Tips and best practices

  • Session activity times must always fall within the parent session's start and end times. If you receive a validation alert, check that the activity times do not extend beyond the session boundaries.
  • If this roster pattern repeats across multiple periods, consider setting it up in the base roster to avoid recreating it each time.
  • Modifying session activities can affect payroll, awards, and leave calculations. Hover over any alert icon to see details about conflicts before saving.
  • For general guidance on session activities, see Modify session/shift activities.
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