> For the complete documentation index, see [llms.txt](https://fieldworker.gitbook.io/fieldworker-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://fieldworker.gitbook.io/fieldworker-docs/fundamentals/concepts/session.md). # Session Full featured scheduler for managing session, events and dates. Here, you will find all the documentation you need to understand and use the [Scheduler](/fieldworker-docs/fundamentals/pages/scheduler.md). We explain the basics of implementation, give you clear details and examples of the various properties needed, and try to answer your questions on how you can use Scheduler to implement your scheduling solutions. As an agency using the Fieldworker platform, this functionality is a key help if you organize events attended by multiple participants, run a care center, or even organize outreach events. The scheduler extends the concept of the [task](/fieldworker-docs/fundamentals/concepts/task.md) to include events or sessions. An **event** or a **session** associates one (mandatory) or more employees with a resource or location (mandatory) and a time slot. These events or sessions may then be associated with one or more customers/members. The Scheduler page allows several views to efficiently manage the agency and its schedules.
As an agency, you can define **resources (or locations)** that are used to host or conduct the event or a session. All resources or locations available to host events, or managed by your agency, can be defined or added using the [settings](/fieldworker-docs/fundamentals/pages/settings.md) and configuration page. All such resources are then available to host any event. At a minimum, each such resource will have a capacity that should not be overshot. A **scheduled** event may have a capacity that could be smaller than the total capacity allowed. You may also create recurring events. An event may have associated [notes](/fieldworker-docs/fundamentals/concepts/case-note.md#what-are-case-notes) that can capture any details. These notes are usually associated with and for each person attending the session. You could use any community (or your own) [forms](/fieldworker-docs/fundamentals/concepts/forms.md#forms-in-the-fieldworker) to capture and organize these notes. The scheduler functionality in the Fieldworker platform allows various views (**Daily**, **Weekly**, and **Monthly**), including an **agenda** view for a *customer*, an *employee*, or a *resource*. The agenda view presents each session, its location, the employees allocated, as well as all clients. If the client is already marked as present, the employees can access/create case notes. Each session may have one or more employees, and one or more attendees (clients) can be assigned to a session. An employee can mark the **attendance** once a client attends a session. Once a client's attendance is marked, a task with the appropriate task type associated with the session is created, allowing individual **notes,** etc, to be added for each attendee. ### Comparing Shift vs. Task vs. Session #### **1. Shift: The "When, Where, and Who" (Workforce Focus)** A Shift is a scheduled block of time assigned to an employee. It is a capacity and coverage concept. It usually has a unique customer being served and is allocated to an individual caregiver. * The Goal: Ensure a caregiver is at the right location, at the right time, for a specified duration. * Relationship to FieldWorker: The shift dictates EVV (Electronic Visit Verification) parameters. An employee can be added to the shift after it is created. The shifts are announced to the employees, and they can pick up an available shift as per their preference and convenience. It sets the geofence and the time window during which the employee is expected to check in and check out. It answers: *"Do we have coverage for Mr. Smith on Tuesday morning?"* #### **2. Task: The "What and How" (Operational Focus)** A Task is a specific action, objective, or deliverable. While a task *can* have a time block (as seen in FieldWorker's standalone "New Task" form for things like admin work or phone calls), in the context of care delivery, tasks are the specific duties performed *during* a shift. A task, in FieldWorker, is an activity that will always have an employee associated with it. A task may be assigned to multiple employees and caregivers. * The Goal: Ensure the required clinical or administrative work is completed. * Relationship to FieldWorker: A single shift might contain multiple sub-tasks (e.g., Task 1: Administer Medication, Task 2: Meal Preparation). Tasks drive compliance, care plan adherence, and internal workflows. It answers: *"What exactly is the caregiver supposed to do while they are there?"* #### **3. Session: The "Clinical & Billing Unit placeholder" (Financial Focus)** A Session is typically a continuous, uninterrupted block of direct client care, therapy, or consultation. It is a concept heavily rooted in clinical terminology and billing compliance. A session could be directed towards an individual, or it could be a group session. In Fieldworker, A session ususllay have a location associated, but can have multiple clients and multiple caregivers assigned. The session also has an associated concept of an 'attendance' by a customer. Once a customer is marked as present, the billable unit of task (associating employee, customer, location, and time) is automatically created. * The Goal: Measure direct service delivery for accurate claims generation, often tied to specific billing codes (e.g., a 45-minute psychotherapy session or a 15-minute telehealth session). * Relationship to FieldWorker: A caregiver might work an 8-hour *shift* at a group home, but during that time, they conduct four distinct 1-hour *sessions* with different clients. It answers: *"What specific clinical increment of time are we billing the payer for?"* #### How They Differ from Timesheet Entries If Shifts, Tasks, and Sessions represent the Plan, the Timesheet Entry represents the Reality. Here is how timesheets fundamentally differ from the other three concepts: **1. Forward-Looking vs. Backward-Looking** * Shifts/Tasks/Sessions are scheduled in advance. They are predictive. They represent the agency's *intent* to provide care. * Timesheet Entries are historical records. They are generated only *after* the work has occurred. **2. Scheduled vs. Actual Execution** A shift might be scheduled from 9:00 AM to 5:00 PM (8 hours). However, the employee might get stuck in traffic and check in at 9:15 AM, and leave at 4:55 PM. * The Shift remains 9:00 AM - 5:00 PM. * The Timesheet Entry (often automatically generated in FieldWorker via EVV data) becomes 9:15 AM - 4:55 PM (7 hours 40 minutes). **3. Operational Purpose vs. Financial Destination** * Shifts and Tasks drive dispatch algorithms, caregiver utilization reports, and real-time alerts (e.g., "No Check-In"). * Timesheet Entries drive the financial engine. They are the artifacts sent to payroll to calculate the employee's paycheck, and the artifacts translated into claims to bill Medicaid or insurance. #### Summary Breakdown
ConceptPrimary FocusAnswers the Question...Example Scenario
ShiftCoverage & TimeWho is working and when?"John is assigned to the 8 AM - 4 PM block at the Smith residence."
TaskAction & ObjectivesWhat needs to be done?"John must complete the 'Physical Therapy Check' and 'Meal Prep'."
SessionClinical & BillingWhat clinical unit is billable?"John completed a 45-minute continuous physical therapy session."
TimesheetHistorical RecordWhere is employee time being spent?"John spent time on a training.", or "John attended a public outreach event."