Replicating Activities

Once an Activity has been created, the option to replicate this for a recurring period is available. For example, if you host a particular Activity every Thursday, then this can be replicated for the required time frame. Replicating an Activity creates a 'set' of Activities. 

Once a replicated set of Activities has been created, the 'Replication Management Settings' reflect how this set of Activities should be updated. This article provides detailed information relating to the configuration and functionality of replicating Activities.

Audience: Team Leaders, and anyone with the privileges required to manage Activities


Summary

The following list summarises the content within this article. Click on the links below to take you to the relevant sections:


How to replicate an Activity

Located on the Activity Details tab:

You will notice on the right-hand side, 'Replication' settings are available: 

To create a recurring set of Activities based on the Activity created, select 'Replicate Activity'. 

This opens up a window where the replication settings are selected. The Start Date is the date of the initial Activity created. 

Repeats

By default, the recurrence pattern is set to 'Weekly', however, the options available to select from are Monthly, Weekly or Daily:

N.B. When Repeats: Monthly is selected, this will ensure that the start date of the Activity aligns for each replication e.g. 1st of the month, however, the duration i.e. dates and times will follow suit of the first Activity created. For example, if we created a month-long Activity in January and replicated this for 12 months, the end date will be correct for each of the months including 31 days. However, we would need to manually adjust the end date for each of the months that do not have 31 days to ensure these are correct. 

Repeats Every

If you would like this Activity to be repeated every Thursday, you would ensure Repeats: Weekly is selected, and then indicate you wish this to Repeat Every: 1 week. However, if this Activity was delivered fortnightly, for example, we could set this to Repeat Every: 2 weeks: 

Recurrence limits

Activities can be replicated on a monthly basis for up to 12 months, on a weekly basis for up to 6 months and daily for up to 3 months.

Should you wish to replicate beyond these limits then you can open the last recurrence in the set and replicate a new set of Activities from there.

Ends On

You also have the option of selecting the end date of this replication. To do this, click on the calendar icon:  

Then you may choose your desired end date e.g. 19th of June:

Staff Replications

By default, the Staffing for Replications is set to 'Use the same staff' meaning that any Staff Members that have been added to the Activity will be replicated to all future Activities in the set: 

However, there is an option to 'Mark staff positions as TO BE FILLED': 

If you would like each subsequent Activity to have the Staff Member set as 'TO BE FILLED'. This is only advisable if you do not know who will be rostered into the future Activities as yet. 

Replications are related to this Activity

The final option which is set by default is to ensure all (Activity) 'Replications are related to this activity'. 

If replications are related to the current Activity, then they will be added to the related 'set' and therefore available to view in the 'Related Activities' tab of the Activity record: 

If this checkbox is deselected, then the Activity replications are not related to the current Activity, and an entirely new set of Activities is created, separated from the current Activity.

To replicate the Activity select the Replicate Activity button.

All the replication settings are displayed including the 'Number of Replications' as a preview:

 By selecting the 'Show Proposed Replication Dates' button, this displays the day and Start Date of each Activity that will be created by selecting 'Replicate Activity': 

From here you can either amend this by choosing to 'Change Settings' or continue by selecting 'Replicate Activity':

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Related Activities

Once you have successfully replicated your Activity, you will be navigated to the Related Activities tab as referenced earlier. Each of the related 'set' of Activities is viewable here:

The initial Activity is highlighted in green. This indicates it is the 'Current Activity' record that we are in. The Activities highlighted in blue indicate that they're upcoming or 'scheduled', whereas once they are completed, these will be displayed in grey. 

At present, there is no facility to register public holidays in SupportAbility. Due to this, we recommend that if your organisation does not deliver this Activity on a public holiday, any Activities that fall on a public holiday are deleted from this list once the set has been created by following the instructions outlined in the Deleting Activities article (linked below). 

If you wish to view or edit the details of any of these Activities, simply select the target icon to navigate to it: 

And this will open the 'Activity Details' tab of the selected Activity. 

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Replication Management Settings

Once a set of Activities has been created, it is important to consider how the Replication Management Settings are configured as this will determine how the set of Activities is updated. 


Replication For Set

When the Replication For Set settings are active:

It means that any changes made to the activity  SettingsClients or Staff, are replicated to the future Activities in the set. 

If these settings are on and changes to the Activity are made then the Activity is Signed Off, this acts as saving the record and these changes will be applied to the remaining Activities in the set; even though this may not have been intended. 

For this reason, we recommend that  all replication settings are turned off: 

Turning these settings off, means that each individual Activity is treated as its own instance and will not accidentally be overwritten with updates that are not intended. 

Staff who manage Activities i.e. create, edit and perform the Activity Sign Off, require an understanding of how these settings work and that the Replication Management Settings should only be activated when they intend to replicate a change through to the remaining Activities in the set. 

For example, if you would like the changes made to the Clients section of the Activity replicated through to the remaining future-dated Activities in the set, the Clients Replication Management Setting would be selected, before saving the Activity record: 

Once the Activity record is saved, all changes made to the Clients section of the Activity will be replicated through to the remaining future-dated Activities in the set.

Once saved, we recommend turning this off for the reasons mentioned above. 

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Are there any areas that will not be updated when Replication For Set is active?

Yes. Additional rules have been applied when rolling out changes to Activities within a replicated set, to ensure data quality and accuracy.

Amendments to an Activity date and/or time cannot be made to a single Activity, or applied to Activities within a replicated set, when the Activity has either: 

  • One or more Clients with a Support Log recorded (as Support Logs reference the Activity date and time). 
  • One or more completed Staff Timesheets for shifts that are not customised (as non-customised shifts reference the Activity date and time).

Additionally, the date and/or time of any customised Staff shifts cannot be changed when the Activity date and/or time cannot be updated.

Further to this, where the related  Replication For Set setting is active: 

  • Any changes to the NDIS Support Allocations for a Client, will not be applied to any future Activities in the set with existing Client Support Logs. 
  • Changes to Staff details will not be applied where Staff Timesheets has been completed.


Exclude This Activity

When replication settings are enabled and there is an Activity in the set that we need to protect from any replication changes e.g. the staff settings are required to be different from all other activities within this set; we must first isolate the staff settings of that unique Activity. 

When 'Exclude This Activity' is selected, an Activity is isolated from the set. This setting has the following effects:

  1. changes made to that particular Activity are not replicated to future Activities in the set (regardless of the Activity Replication Management Settings)
  2. changes made to Activities that fall before this Activity, will not apply to this Activity. 

To isolate an Activity and exclude it from replication, select the Exclude This Activity setting as shown below:

In this example, any Staffing changes we make to this Activity will only apply to this Activity and not the set. 

For example, our Staff member Abel will be on leave on the 6th of October. We have therefore set the replication settings to Exclude This Activity for the Staff section of the Activity on this date (as above) and replaced him with Brooks for this shift. As Exclude This Activity was set, this has only updated the Staff for this particular activity on the 6th of October and not the full set:

Similarly, if someone was to update the Staff shifts in an Activity the preceded this in the set, these changes would not be applied to this Activity. 

Selecting Exclude This Activity is important when the replication for settings are enabled. If this had not been set and a change was made to an earlier Activity in the set, the staffing changes would be overridden with the original Staff member again. 

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