Skip to main content

Recording Visits

A Service User Visit Activity documents in-person contact with a Service User — at their home, your office, in the community, or anywhere else you meet face to face. This page walks through creating one from start to finish; the same tabs and buttons apply to every Activity type, so it also works as the general reference for the Activity form.

Before you start​

You'll need the Service Episode open — Activities are created from a client's Care Journey, not from anywhere else.

Starting a new activity​

From the Care Journey's Activities tab, click + New Activity. This opens the Activity form in the right-hand panel, with three tabs: Essentials, Notes, and Follow-up.

Give the Activity a title at the top of the panel — this is what shows in the timeline, so make it identifiable (e.g. "Home visit — housing check-in").

Essentials tab​

Activity type​

Click the Service User Visit chip. This reveals the Location field and the Participants section further down the tab.

When​

Set the date and time, and optionally a duration in minutes. The date can't be in the future, and can't be more than 7 days in the past.

A new Activity opens with the date and time already set to now, so if you're writing something up as it happens you can leave them alone. Change them if you're recording something from earlier. Editing an existing Activity leaves its date and time as they were.

Priority​

Choose a risk-level rating for this specific Activity: None, Low, Medium, High, or Critical.

Status​

By default the Activity is marked Completed. If the visit didn't go ahead as planned, click Didn't happen and pick a reason: No-show, Unavailable, Not fit, Rescheduled, Client cancelled, or Staff cancelled.

Location​

Pick where the visit took place: Home, Office, Community, Court, School, or Other.

Participants​

At least one participant is required for a Service User Visit. Click Add participant, then choose one of two sources:

  • Support Contact — search the client's existing support network (whānau members and other support contacts already linked to the Referral), or add a new one. Adding a new whānau member needs a relationship and a phone number; adding a new professional support contact needs an organisation.
  • External — search for a contact at any external organisation across the system, or add a new one by name and organisation.
Participants aren't only for visits

The Participants section appears for every Activity type, not only Service User Visits — it's only required for this one.

Notes tab​

Write up what happened in the rich-text Notes field. See Case Notes for using templates and what to include.

Follow-up tab​

Toggle Follow-up required if this visit needs a follow-up, then set a date. The date must be between today and three months from now.

Saving​

At the bottom of the form:

  • Save Draft — saves your progress without validating every field. Use this if you're interrupted and need to come back later.
  • Complete Activity — validates the form and saves it as a completed record.

If required fields are missing when you try Complete Activity, the form jumps to the first tab with an error.

Editing window

Once saved, only you (the creator) can edit the Activity, and only within 24 hours of creating it. After that the Edit option disappears from the record.