Activities

Plan weekly and one-off activities, book residents, keep a waiting list, and record how each session went.

Turning on Activities

The organisation owner turns on Activities in Settings > Modules. By default every member of staff can view the timetable, book residents and record how a session went, and senior carers and above can create and edit activities. Change this in Team > Manage role permissions.

Weekly activities

For something that happens every week, such as Bingo every Tuesday at 2pm, select Add activity > Weekly activity. Enter the activity name, the days it runs, the start time, how long it lasts and the number of places, or leave places blank for no limit. You can also add a picture, a category, a location, who runs it and an end date. The picture appears on the timetable, the printed timetable and the What's on screen. Upcoming sessions appear on the timetable automatically. You can see and edit your weekly activities on the Weekly activities tab.

Changing a weekly activity

If you change a weekly activity's days, time or number of places, the change applies to upcoming sessions that nobody is booked on yet. Sessions that already have bookings keep their details, so nobody loses their place. Turn an activity off to stop it appearing on future timetables.

One-off sessions

For a single event, such as a visiting entertainer, select Add activity > One-off session and choose the date and time. To change one date of a weekly activity, open that session and select Edit. To move it to another day, cancel it and add a one-off session.

Booking residents and the waiting list

Open a session from the timetable, choose a resident and select Book. When every place is taken, new bookings go on a waiting list. If someone cancels, the first person on the waiting list is booked automatically. Adding more places to a session also moves people up from the waiting list. BoolCare never lets two staff fill the same last place.

Cancelling a session

Select Cancel session and give a reason. The session stays on the timetable marked as cancelled, so let anyone booked know it is not going ahead. You can reinstate it later if plans change.

Recording how it went

Once a session has started, use How it went on the session page to write a summary, what went well and anything to change next time. For each booked resident, record whether they attended, declined on the day or did not attend, how engaged they were and a short note. Attendance appears on the resident's timeline.

What's on today

Select Print to print a large-text timetable for the day or the whole week to put on a noticeboard. What's on screen opens a full-screen, large-text view of today's activities for a lounge TV or tablet. It shows the clock, highlights what is on now and updates by itself. The printout and the screen show times, activities and locations only, never resident names.

Asking the AI Assistant

The AI Assistant can answer questions like "What's on today?", "What activities are on tomorrow?", "Is there space on Bingo on Friday?" or "Which activities has a resident attended this month?" It can also chart attendance. It uses each home's own time when it works out today and tomorrow.