> ## Documentation Index
> Fetch the complete documentation index at: https://support.visualcare.com.au/llms.txt
> Use this file to discover all available pages before exploring further.
# Group activity rostering
> How to set up and manage location rosters for group activities, including creating shifts, editing, CHSP/DEX rostering, and unallocated shifts
Location rosters let you schedule shifts for group activities and any service where multiple clients and workers attend the same location. This page covers everything from setting up a location profile through to managing group shifts, CHSP/DEX rostering, and unallocated location shifts.
## Setting up a location profile
Before you can roster group activities, a location profile is needed.
From the top menu bar, go to **Maintenance** → **Location Profile**.
Click **Add Location**, enter a **Code** (an abbreviation works well for easy identification) and **Description**, then click **Save**.
Double-click the new profile to open it. Add the address, contact information, and upload an image if needed. Click **Save**.
The location profile includes several tabs for additional information:
| Tab | Purpose |
| -------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Details** | General details about the location |
| **Clients** | Add specific clients to the location (for example, residents of a house). These profiles appear on the Vworker app for all worker shifts at this location |
| **Contacts** | Add new contacts or select from existing contacts |
| **Rosters** | View and open rosters created for the location |
| **Forms** | Forms completed for the location via VCore or Vworker |
| **Compliance** | Manage compliance items for the location |
| **Notes** | All notes related to the location from VCore or Vworker |
| **Assets** | Record items held at the location (for example, first aid kit, furniture, appliances) |
| **Documents** | Upload and manage files for the location |
| **Rooms** | List rooms and capacity at the location |
## Creating a location roster
From the menu bar, go to **Operations** → **Location Roster**.
Click **Create New Location Roster**, select the location profile from the list, and click **Add**. The roster appears in the list.
For best practice, use only one roster for each location profile.
Click **View** to open the roster and access the calendar view.
### Display options
Location roster shifts have two display options, configurable under **Settings** → **Rostering** → **Display** → **Location Roster**:
Shows a green bar for each day rostered, with the number of clients (**C**) and workers (**W**) for that day.
Shows a list of all clients and workers rostered for that day. Workers appear in pink and clients in blue.
## Creating shifts
From the location roster calendar view, double-click on the day you want the shift to start on to open the **Add multi person appointment** window. Alternatively, right-click for additional options.
### Multi person appointment
Use the multi person option to create a shift for multiple clients and workers at once, with the same time and service.
Select the **Service** from the drop-down, enter the **Shift Start** and **Shift End** time, and toggle **Shift Repeats** for recurring shifts. You can also enter shift notes, which pop up as an alert in the Vworker app.
Toggle the **Type** switch to **Worker** or **Client** and click **Select**. Use filters and tick boxes to choose people, then click **Use Selected**.
Workers display with a **W** and clients with a **CL**. You can remove or add names before saving.
Click **Done** to create the shift. This creates an individual shift line item for each person added.
### Single person appointment
Adding a single person shift limits the service list to items on the selected client's agreement.
Click **Select** and choose the client, then select the service from the drop-down.
Enter the start and end time, toggle **Shift Repeats** for recurring shifts, and add any other relevant information.
Click **Done** to roster the shift.
## Editing shifts
### Calendar view
Left-click on a shift in the calendar view to see clients and workers attending that day.
From this window you can:
* Click **View Roster** or **Edit** next to a name to open the roster view
* Click the red **X** to delete a client or worker from the shift
* If the shift is part of a series, confirm whether to delete the single shift or the series from that date forward
### Roster view
Double-click on a shift in the calendar view, or click **View Roster** from the shift detail window. This opens a day view with client shifts in the top section and worker shifts in the bottom section.
In both the client and worker sections, you can:
| Action | Description |
| ------------------------------- | ------------------------------------------------------------------------------------------------ |
| **Remove** | Remove a client or worker from that shift or series |
| **Show History** | Review the audit history for the shift or series |
| **Add Client** / **Add Worker** | Add people to that day |
| **Edit** | Make changes for one person for that shift (creates an exception if part of a series) |
| **Edit Series** | Edit the whole series |
| **Edit from here forward** | Make changes from the selected date onwards |
| **Leave** | Mark a client or worker on leave, assign leave type, leave code, and apply a cancellation charge |
When adding a client shift from the roster view, confirm that the **Master Service Code** is included in the client's agreement.
### Linking workers and clients
Linking a worker to clients in a location roster communicates this information to the worker via the Vworker app and to the client via the vAboutMe app.
In the worker section at the bottom of the roster view, click **Link Clients** next to the applicable worker.
In the pop-up window, click the blue **Link** button next to each client. The button turns pink once linked.
Linked clients appear in the **Client Links** column of the worker section. The client section shows linked workers in the **Worker Links** column, with an **Unlink** button if changes are needed.
Linked shifts cannot be edited or removed from the location roster - the buttons are greyed out. To make changes, remove the link first, edit as needed, then re-link the shifts.
## Commonwealth Home Support Programme (CHSP) and Data Exchange (DEX) rostering
CHSP funding claims can be added to location roster shifts using DEX case and activity fields.
### DEX case and activity
When creating client shifts using the bulk create function in the calendar view, **DEX Case** and **DEX Activity** drop-down fields don't display any selection upon creating the shift. When editing an individual client shift or series from the roster view, these fields pre-populate based on the agreement setup.
To edit DEX items for a single shift, use the **Edit DEX** button to select the **DEX Case** and **DEX Activity**.
### Meals, transport, and activity fee
Additional charges for **Meal Qty** (number of meals), **Transport Qty** (number of trips), and **Activity Fee** (dollar amount) can be added to a client CHSP service in the location roster. These items are claimable based on the DEX setup in your database.
Add meals and transport when editing an individual client shift or series. To add items in bulk, select **Edit all extras (DEX only)**, add the details, and save.
## Unallocated location shifts
To mark worker shifts as unallocated within a location roster, you need to set up an unallocated worker profile.
Create a worker profile with the name "Unallocated Worker" and set the **Worker Type** to **Unallocated** under **Finance** → **Worker Details**.
Set the same **Area** for both the unallocated worker profile and the location profile.
In **Maintenance** → **Areas**, select the area and choose the unallocated worker as the **Default Unallocated Worker**.
Shifts assigned to the unallocated worker populate in the Unallocated KPI tile and are available for roster invitations. Use the **Select worker for Invitation** button to create an invitation for unallocated shifts.
You can create multiple unallocated worker profiles for different areas if needed.
## Running into issues?
See [Scheduling troubleshooting](/troubleshooting/rostering-issues) for common errors and fixes.
## Related articles
Roster for Supported Independent Living locations
Send shift invitations to available workers
Find and manage shifts without assigned workers
Create shifts in a client roster