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Recording Arrivals

AdminOnsiteAdmin
🔒Requires permission: Events.OnSite

Recording arrivals is the first step in on-site operations. When a caregiver arrives at the event facility or designated check-in location, on-site staff record their arrival in the system, capturing the time and any relevant notes. This updates the real-time dashboard and triggers the next stage of the on-site workflow -- orientation.

Expected Arrivals​

The Expected Arrivals section of the on-site dashboard shows all caregivers scheduled to arrive on the selected date.

Expected Arrivals List​

ColumnDescription
NameThe caregiver's full name. Click to view their full profile.
BlueSky IDThe caregiver's unique identifier from BlueSky CRM.
Expected TimeThe expected arrival time, derived from the caregiver's flight arrival time or hotel check-in date.
Flight InfoAirline and flight number, if a flight is booked.
FacilityThe facility the caregiver is assigned to.
UnitThe unit within the facility.
SpecialtyThe caregiver's clinical specialty (RN, LPN, CNA, etc.).
StatusCurrent arrival status: Expected, Arrived, Late, No Show.

Sorting and Filtering​

  • Sort by Expected Time -- Default sort order, showing the next expected arrivals at the top.
  • Sort by Name -- Alphabetical sort for finding specific caregivers.
  • Filter by Facility -- Useful for multi-facility events with separate check-in locations.
  • Filter by Status -- Show only those still expected, or only those already arrived.

Recording an Individual Arrival​

Step 1: Find the Caregiver​

Locate the caregiver in the Expected Arrivals list. You can:

  • Scroll through the list (sorted by expected time).
  • Search by name or BlueSky ID using the search bar.
  • Scan -- If using a mobile device or tablet at the check-in station, scan the caregiver's ID badge barcode to auto-locate them.

Step 2: Confirm Arrival​

Click the Record Arrival button next to the caregiver's name, or click the caregiver's row to open the arrival form.

FieldDescriptionRequired
Arrival TimeThe actual time the caregiver arrived. Defaults to the current time. Can be adjusted if the arrival was recorded after the fact.Yes
Arrival MethodHow the caregiver arrived: Flight, Personal Vehicle, Shuttle, Rideshare, Other.No
NotesFree-text notes about the arrival. Use this for anything relevant -- e.g., "Arrived with damaged luggage, needs scrubs replacement" or "Flight delayed 2 hours, arrived tired."No

Step 3: Save​

Click Save to record the arrival. The system will:

  1. Update the caregiver's status from Expected to Arrived.
  2. Move the caregiver from the Expected Arrivals section to the Checked-In Caregivers section on the dashboard.
  3. Record the arrival timestamp and details in the caregiver's event history.
  4. Update the dashboard metrics in real time.
tip

If the caregiver arrives at a different time than expected (e.g., their flight was delayed), the system automatically flags this as a Late Arrival if the actual time is more than 30 minutes after the expected time. This generates an informational alert but does not prevent recording the arrival.

Bulk Arrival Recording​

For situations where multiple caregivers arrive at the same time (e.g., a group shuttle from the airport), bulk recording saves time.

How to Record Bulk Arrivals​

  1. In the Expected Arrivals section, select multiple caregivers using the checkboxes.
  2. Click Record Arrivals in the bulk action bar.
  3. The bulk arrival form opens with all selected caregivers listed.
FieldDescription
Arrival TimeA single arrival time applied to all selected caregivers. Defaults to the current time.
Arrival MethodA shared arrival method for the group (e.g., Shuttle).
NotesA shared note applied to all arrivals (e.g., "Arrived on hotel shuttle from airport").
  1. Click Save All to record arrivals for all selected caregivers simultaneously.

Individual Overrides in Bulk Mode​

If most caregivers in a group share the same arrival details but one or two differ:

  1. Complete the bulk form with the shared details.
  2. Click Customize next to any individual caregiver to override their arrival time or add a specific note.
  3. Click Save All. The customized caregivers receive their individual details while the rest get the shared values.

Handling Special Situations​

Caregiver Not in Expected List​

If a caregiver arrives but is not on the expected arrivals list:

  1. Click Record Unscheduled Arrival at the top of the arrivals section.
  2. Search for the caregiver across all event caregivers (not just those expected today).
  3. If found, record their arrival normally. The system will flag this as an Unscheduled Arrival.
  4. If not found, contact the event coordinator -- the caregiver may not be assigned to this event.
caution

Do not create caregiver records directly in the on-site module. If a caregiver is not in the system, their record must be created through the proper caregiver import process from BlueSky CRM.

No-Show Handling​

If a caregiver does not arrive by their expected time:

  1. The system automatically generates a No Show alert 30 minutes after the expected arrival time.
  2. The on-site coordinator can:
    • Wait -- Take no action and continue monitoring. The caregiver may still arrive.
    • Confirm No-Show -- Mark the caregiver as a confirmed no-show. This triggers a notification to the travel coordinator and event manager.
    • Reschedule -- Update the expected arrival to a new time if the caregiver contacted the team about a delay.

Recording Past Arrivals​

If a caregiver arrived earlier but was not recorded in the system at the time:

  1. Click Record Arrival for the caregiver.
  2. Change the Arrival Time from the current time to the actual arrival time.
  3. Add a note explaining the delayed recording (e.g., "System was offline; arrival recorded retroactively").

Arrival Notifications​

The system sends notifications based on arrival events:

EventNotification Sent ToChannel
Caregiver recorded as arrivedOn-site orientation teamIn-app alert
Late arrival recordedEvent coordinator, travel coordinatorEmail + in-app alert
No-show alert generatedEvent coordinator, travel coordinator, on-site leadEmail + in-app alert
No-show confirmedEvent managerEmail

Next Steps​