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Find the gaps in the week

Use the alert chips and filters on Scheduling to spot anyone with nothing booked and anything left unplanned.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

Watch the second part: finding the gaps.

For managers and admins. The chips above the grid count what is missing this week. Each one opens the list behind it.

Steps

  1. Open Scheduling and go to the week you want to check.
  2. Read the chips above the grid. A green tick means nothing is missing.
  3. Press the chip for mentors with no sessions. The list names each one.
  4. Press the chip for young people not booked. Each name links to a place to book them in.
  5. Press the chips for sessions not planned and with no venue. Use Open session or Set venue on a line.
  6. Use the buttons after the word Only to show just those rows in the grid.
  7. Choose Clear filters when you have finished.

If it goes wrong

  • If a chip says nothing is missing but you expect a gap, check the week and the area filter.
  • If a young person should have no session, leave them. A chip counts them but does not force a booking.

How it links together

The chips count live bookings and plans. When a mentor plans a session or a booking is made, the count falls. The Capacity screen looks wider, over weeks.

From a gap to a fixEach chip leads to the job that closes it.
  1. Spot the gapA chip counts it
  2. Open the listNames each one
  3. Fix itBook, plan or set a venue
  4. Chip goes green

What each chip counts

  • Staff: mentors who have nothing booked at all this week.
  • Not booked: young people with no session booked this week.
  • Not planned: sessions that are booked but not yet planned by the mentor.
  • No venue: sessions with no venue set.
  • To approve: weeks waiting for your sign-off. This chip only appears when there is one.

Working down a list

Pressing a chip opens a short list under it. A line for a mentor offers a link to plan their week in the Planner.

A line for a young person names them and offers a link to schedule them with their mentor. The name opens their record.

Filtering the grid to match

The same chip also switches the grid to the right view and filters it. That way the rows you need to deal with are the only ones left.

In the by-young person view you can also pick an area. This is useful when you only look after part of the service.

Looking wider than one week

Scheduling only shows the week you are on. To see whether the service has room over a longer period, open the Capacity screen. The capacity guide explains it.

A bank holiday or a closed day will not show as a gap. Closed days are set separately by an admin.

Questions people ask

Why does a mentor show as having no sessions when they are on leave?

The chip counts bookings, not availability. Someone on leave still appears if they have nothing booked.

How do I find who has no session booked?

Press the chip for young people not booked. The list names each one and links to the place to book them.

What does not planned mean?

The session is booked, but the mentor has not yet filled in the plan for it.

How do I fix a session with no venue?

Press the no-venue chip, then Set venue on that line. Choose the venue and save.

Can I see the gaps for next week?

Yes. Move to next week with the arrows and read the chips again. They always describe the week on screen.