Checklist: merging units

Organisation adminUnit admin

Go through these for every merge, in this order. The ticks are saved in this browser, so you can pick up later where you left off. Clear the lists before the next merge.

Before the placements

PreparationClear

1. The holiday unit's opening hours are rightSettings → holiday unit → General → Opening hours. On placed days a placed child’s care times are booked within the holiday unit’s opening hours. Guide
2. You know the holiday unit's booking deadlineSettings → holiday unit → Children and care times → Care time booking deadline. It applies to the placed days, even if the home unit’s deadline is different.
3. The holiday unit has groups for the arriving childrenA group is optional, but on the device and in the Care time bookings view the child appears in the chosen group.
4. You have agreed who makes the placementsAn Organisation admin can do it all at once from the holiday unit’s page. A Unit admin places their own unit’s children and picks the holiday unit as the host.
5. Communication is decidedWhether guardians get the holiday unit’s announcements, and whether the holiday unit sees the children’s conversations. Guide

Placements

Making the placementsClear

1. The placements are madeSettings → unit → Holiday placements → New placements. Choose the unit and the period, then the children, and review the list. Guide
2. Greyed-out children are checkedA greyed-out child already has a placement for the same period. Check it on the child’s Placements tab and correct it if needed. Guide
3. Children with different needs are handled separatelyIf a child’s days or group differ from the others, edit their placement on the child’s Placements tab.
4. Important details are in the notesFor example who drops off and picks up the child. Notes are shown in the admin, not to guardians.
5. The holiday unit's Arriving list matches the planAnd every home unit’s Leaving list. Both are on the Holiday placements page.

Guardians and staff

Informing peopleClear

1. Guardians have been told about the mergeThe guardian sees a notice about the placement on the app’s Attendance tab. Tell them early anyway, because the holiday unit’s booking deadline can lock days at a different time than the home unit’s. Guide
2. Care times for the placed days are bookedIn the Care time bookings view the holiday unit’s children appear on the placed days. An empty cell means the day has no booking. Guide
3. The staffing need and shifts are checkedThe holiday unit’s staffing need includes the arriving children, and the home unit’s need drops for the same days. Guide
4. The holiday unit's staff know where the arriving children appearOn the device the child’s row says Placed from and the home unit’s name. Guide

The first day and after the placement

Follow-upClear

1. The arriving children appear on the holiday unit's deviceIn the right groups. Check-ins and check-outs work as usual.
2. Cut-short or changed placements are correctedIf a child returns early, change the end date on the child’s Placements tab. If a child goes to another unit, remove the placement and add a new one.
3. The children appear in their home units againThis happens by itself after the end date. Ended placements are shown on the child’s Placements tab with Show ended.