Activities

Overview

Use Activities to organise a group session that can run once or repeat. Set the event details and Participant capacity, then add Group Supports to individual occurrences or all future occurrences.

Creating an Activity

Open the Activities Section

From Scheduling, select Activities, then click Create Activity.

Enter Activity Details

Activity Name - Give the activity a clear title.
Start Time / End Time - Set when the activity begins and ends.
Timezone - Select the activity's timezone when multi-timezone scheduling is enabled. Otherwise, Astalty uses your organisation's scheduling timezone.
Activity Address - Enter the location and any address details.
Activity Details - Add notes or instructions.
Maximum Number of Participants - Set the capacity that Astalty tracks as Participants are added.

Turn on Repeat this Activity until, choose the end date, then set how often it repeats. Activities can repeat every set number of days or weeks. For a weekly recurrence, select the weekdays it should occur on.

Create the Activity

Once all details are entered, click Create.

Adding Participants to a Group Activity

Access the Activity

Open Activities and select the activity you want to add supports to.

Select an Activity Event

Under Activity Events, choose the date and click Add Support.

Add Group Support

Follow the Adding a Group Shift process. During setup:

Indicate whether this is a one-off support.
To add the support to the remaining occurrences, select Also create support for all future events for this activity.

View the Activity and Capacity

Once created, you can view the activity and all its scheduled instances. Capacity for each event is displayed under Activity Events.

Support Workers can review assigned activities in the app.

Review an Individual Activity Event

The Timeframe filter under Activity Events defaults to Current. Change it to Ended to find a past event. Each row shows its date, start and end times, address, and capacity.

Select an event to open it. The event page shows its date, time, location, and capacity, followed by a table that groups its linked Supports by Support Workers, Participants, and Time. Select a row to open that Support.

For a future event, select Add Support to add another Support or Group Support to that occurrence.

Cloning Activities

Clone an Activity to reuse an existing event's details, then change the fields needed for the new event.

To do this, click Actions within the Activity and select Clone Activity. Complete the relevant fields, then click Create.

Extending Activities

If you need to extend an Activity beyond its current end date, you can do so from the Activity's Actions menu. Select Extend Activity, choose the new end date, and click Extend to apply the change.

Astalty will automatically carry over the supports from the previous event in the Activity series, saving schedulers from having to enter this information manually.

Editing and Deleting Activities

Open an Activity and select Edit to update its name, times, timezone, address, details, or capacity. These changes apply to the Activity's future events.

Select Delete from the update drawer to delete all future events for the Activity. This cannot be undone. Existing Supports and Group Supports that were created from those events are retained.

The Activities list includes a Status filter. Choose Current for active Activities or Archived for Activities that have been deleted.

Editing and Deleting One Activity Event

Use this workflow when one occurrence needs different times or a different location while the rest of the Activity stays unchanged.

Open the Activity and select the event under Activity Events.
Select Actions > Edit.
Update the Start Time, End Time, or New Address.
Turn on Update all support times linked to this activity if the linked Supports and Group Supports should move to the event's new times. Leave it off to change the Activity Event without changing their shift times.
Select Update Activity Event.

To remove only that occurrence, open the same drawer and select Delete. Confirm Delete Activity Event. This cannot be undone, but the associated Supports and Group Supports are retained.

Activity Documents

Open an Activity and use the Documents card to keep files with the Activity rather than with one Participant or Support.

Select Upload Documents.
Choose the files to add and complete the upload.
Use the document table to open or delete a file when needed.

Adding Participants After a Group Support has Ended

If a Participant was not included in a group support linked to an activity, they can still be added after the support has ended. Updating Participants in the group support will automatically update the associated activity records.

See Adding Participants After a Group Support Has Ended for the full process.

Creating an Activity Overview

This video introduces Activities, including setting up a group and adding supports.