Creating a booking

Overview

The bookings feature in Found lets you record and manage resident placements directly within the system. When an enquiry progresses to the point of a confirmed placement, you can create a booking to capture all the key details - the service user, their primary contact, care type, funding arrangements, room assignment, and agreed fee - in one place.

Bookings are accessed and managed from Operations > Bookings in the main navigation. There are two views:

• Permanent & respite - for long-term and short-term residential placements

• Day care - for day care session visits

Creating a booking ensures that everyone in the team has a clear, shared record of who is moving in, when, where they are staying, how their care is funded, and how much has been agreed.

How to create a booking

Step 1: Update the enquiry stage

On the Enquires tab, open the relevant enquiry and click the Update stage button in the top right of the page.

Select either:

• Residency booked - for a confirmed placement that has not yet started

• Residency started - for a placement that has already begun

Click Update to save the stage change.

Step 2: Create a booking

After the stage is updated, Found will ask: "Would you like to create a new booking?"

• To continue, click Create booking to open the booking form.

• If you are not ready to create the booking yet, click Back to enquiry - you can return to create it later using the Add booking button that appears on the enquiry page once the stage is at residency booked or residency started.

Step 3: Service user

Check and confirm the details of the person moving into the home. These are pre-filled from the enquiry where available:

• First name and last name (required)

• Date of birth (required)

• Title and middle name (optional)

• NHS number (optional - validated automatically if entered)

Step 4: Primary contact

Review or add the primary contact for this booking. This is pre-filled from the enquiry contact where available. You can use an existing contact or create a new one.

Fields include:

• Contact type - personal or professional

• First name and last name

• Email address and phone number

• Address

• Relationship to the service user

• Contact roles (e.g. next of kin, power of attorney for finance or health)

• Marketing and consent preferences

Step 5: Booking details

This step differs depending on the type of booking.

For permanent or respite bookings:

• Care duration: permanent or respite

• Start date (required)

• Planned end date: required for respite; optional for permanent

• End date type: fixed or provisional (respite only)

• Care type: residential, residential dementia, nursing, or nursing dementia (pre-filled from enquiry where available)

• Funding type: private, local authority, local authority top-up, NHS, other, or not known (pre-filled from enquiry where available)

• Block bed contract: available for NHS and local authority funding types

• Room: must be available for the selected dates

• Agreed weekly fee

For day care bookings:

• Visit date (required)

• Care type

• Funding type

• Day care session: must have capacity on the selected date

• Agreed daily fee

Click Add booking to create the booking. You will be taken directly to the new booking record.

What happens when a booking is saved

• A booking record is created and linked to the service user and the originating enquiry

• The selected room is assigned for the booking period and marked as unavailable for those dates

• The agreed fee is recorded against the booking

• Care type and funding type records are created and tracked over time (these can be updated later if they change)

• A timeline entry is created showing the booking details at the point of creation

• Any files previously attached to the enquiry are automatically linked to the new booking

• The booking appears in the relevant Operations view (permanent & respite or day care)