Roster Record Affinities

Key Points

Record affinities ensure staff are only rostered with clients when specific requirements are met.

Affinity rules are based on client needs and staff skills or qualifications.

When a client is added to a shift, the system checks whether the assigned staff meet the required criteria.

Affinity indicators appear within the shift details screen to highlight requirements.

Some affinities are mandatory, while others may be optional.

Affinity rules must be configured within Record Management and are not enabled by default.

What Are Record Affinities?

Record affinities are rules that control which staff members can work with certain clients.

They are typically used to ensure staff have the correct:

Training

Qualifications

Certifications

Skills

These rules help organisations maintain safe and compliant service delivery by ensuring that staff meet the requirements needed to support specific clients.

Where Affinity Requirements Come From

Record affinities are built using information stored in client and staff profiles.
They are configured within the record management menu under record affinities. 

Client Requirements

Within the client profile, under the Health tab, there may be a form that lists the client’s needs.

This form usually contains a checklist of requirements, such as:

Medical training requirements

Behavioural support needs

Specialised care skills

These fields can be customised depending on the organisation’s setup.

Staff Skills and Qualifications

Staff profiles contain a matching checklist that records staff qualifications and capabilities.

Examples include:

First Aid certification

Diabetes training

Medication administration training

Other specialised skills

These staff skills are compared against client requirements when creating shifts.

How Record Affinities Appear in the Roster

Record affinities become visible when assigning staff to shifts.

For example:

When a shift is created for a client, the system checks whether the assigned staff member meets the client’s requirements.

If the client has no required criteria, no affinity indicators will appear.

However, if the client has specific requirements, the system will display a record affinity indicator next to the client’s name within the shift details.

Viewing Affinity Requirements

If a record affinity symbol appears next to a client in the shift details, you can click the icon to view the Affinity Results page.

This page displays:

The client’s required criteria

The staff member’s matching skills

Any missing qualifications

For example, a client may require:

Diabetes training

First Aid certification

If the assigned staff member does not hold these qualifications, the affinity results will highlight the mismatch.

Finding Suitable Staff

If a staff member does not meet the required criteria, the shift should be reassigned to a suitable staff member.

When searching for alternative staff, the system will indicate whether each person meets the required affinity rules.

This helps managers quickly identify staff who are qualified to work with that client.

Mandatory vs Optional Affinities

Record affinities can be configured as either:

Mandatory
Optional

Mandatory Affinities

Mandatory affinities must be satisfied before rostering the staff member.

If requirements are not met, the shift should be reassigned.

Optional Affinities

Optional affinities provide guidance but do not block rostering.

These may highlight preferred skills or training while allowing flexibility in staffing.

Configuring Record Affinities

Record affinity rules are configured within Record Management.

These rules are not automatically set up in FlowLogic and must be created manually.

Administrators can configure affinity rules to link:

Client requirements

Staff skills or qualifications

Once configured, these rules automatically apply to the roster.

A separate configuration process is typically required to establish these rules.

Managing Affinity Issues

If affinity rules appear incorrect or missing, you may need to:

Contact your system administrator

Update staff qualification records

Update client requirement checklists

Review the affinity configuration rules

Users with sufficient permissions may also be able to modify these settings directly within the system.

Best Practice Recommendations

✔ Maintain accurate staff qualification records
✔ Keep client requirement forms up to date
✔ Review affinity indicators when creating shifts
✔ Ensure mandatory requirements are satisfied before rostering staff
✔ Regularly review affinity rules in Record Management

Summary

Record affinities help ensure staff are appropriately qualified to support specific clients.

They work by comparing client requirements with staff skills and qualifications, highlighting any mismatches during the rostering process.

By using record affinities effectively, organisations can maintain compliance, improve safety, and ensure that staff assignments align with client needs.