What Is Week Number Visit Field?
The Week Number Visit Field helps you track which week of a client's journey each case note (visit) belongs to. This is particularly useful for structured week-by-week programmes like weight management, smoking cessation, or health coaching programmes.
How It Works
The field works in two modes:
Manual mode - you enter a specific week number or
Auto-calculation mode - the system calculates week numbers automatically based on time elapsed since your first visit.
Example: Auto-Calculation
Visit | Date | Week Number | How It's Set |
Visit 1 | 1st January | Week 1 | You entered manually |
Visit 2 | 8th January | Week 2 | Auto-calculated (1 week later) |
Visit 3 | 22nd January | Week 4 | Auto-calculated (3 weeks later) |
Who Uses This Feature?
Administrators: Enable the feature at licensee level.
Link Workers/Case Managers: Enter and view week numbers on case notes.
Service Managers: Use week numbers for programme reporting and outcomes.
Key Benefits
Track client progress through structured programmes.
Automatic calculation saves time on data entry.
Easy to override when programme schedules differ from calendar weeks.
Clear visual indicators show manual vs calculated values.
Step 1: Enable the Feature (Admin)
The Week Number field must be enabled at the Licensee level before it appears.
Log in as an administrator.
Navigate to Admin, then Licensee Settings.
Find the preference "Enable Week Number Field"
Set this to Yes/Enabled.
Optionally, customise the field name using "Week Number Field Name" preference (default is "Week Number")
Save your changes.
Once enabled, the Week Number field will appear in Case Notes for all cases under that Licensee.
Step 2: Access a Client's Case Notes
Search for and select a client.
Open their active case.
Navigate to the Case Notes (Visits) section.
Step 3: View Week Numbers in the List
When the feature is enabled, you'll see a "Week" column in the Case Notes table.
Display | Meaning |
Bold number | Manually entered (override) week number |
Regular number | Auto-calculated week number |
Blank | No week number set or calculated yet |
Step 4: Set the Initial Week Number
To start tracking week numbers for a case:
Click "Add New Case Notes" or edit an existing case note.
In the Case Notes Details section, find the Week Number field.
Enter the starting week number (e.g., "1" for the first week)
Complete the rest of the case note details.
Click Save.
⚠️Important: The first visit where you enter a week number becomes the reference point for all automatic calculations.
Step 5: Understanding Auto-Calculation
After setting an initial week number, subsequent visits will show:
A help text message: "Calculated [X]. Enter a week number to override auto-calculation."
The calculated week number based on time elapsed since the first visit
How Calculation Works
The system calculates the number of weeks between the visit date (not creation date) of your reference visit and the current visit. The calculation uses actual calendar weeks.
Step 6: Override a Calculated Week Number
If the auto-calculated week number doesn't match your programme schedule:
Edit the case note.
Enter your desired week number in the Week Number field.
Save the case note.
The help text will change to: "Override value set. Clear to use calculated week number."
Step 7: Clear an Override
To return to auto-calculation for a visit:
Edit the case note.
Clear the Week Number field (delete the value)
Save the case note.
The system will then display the calculated week number again.
Validation Rules
The Week Number field has the following validation:
Rule | Description |
No zero | You cannot enter 0 as a week number |
Positive only | Negative values are not allowed |
Whole numbers | Decimal values are not accepted |
Best Practices
Set Week 1 on the First Visit
This gives the most accurate auto-calculations for subsequent visits.
Use Overrides Sparingly
The auto-calculation is based on actual calendar weeks, so overrides are mainly needed when your programme schedule differs from calendar weeks.
Check the Help Text
The help text below the field tells you whether you're seeing a calculated value or an override.
Bold = Override
In the Case Notes list, bold week numbers indicate manual overrides, making it easy to spot adjusted visits.
Visit Date Matters
The calculation is based on the Visit Date field, not when the case note was created. Ensure visit dates are accurate.
Quick Troubleshooting
Problem: Week Number field doesn't appear
Check: The "Enable Week Number Field" preference is enabled at the Licensee level.
Problem: Week numbers aren't calculating automatically
Check: At least one visit has a manually entered week number. This serves as the starting point for calculations.
Problem: The calculated week number seems wrong
Check: The Visit Date on both the reference visit (the one with the manual week number) and the current visit. The calculation is based on the difference in weeks between these dates.
Problem: I want to restart week numbering mid-case
Solution: Enter a new manual week number on the visit where you want to restart. This becomes the new reference point for subsequent visits.
Example Scenarios
Scenario 1: 12-Week Weight Management Programme
Situation: Client enrolled in a structured 12-week programme with weekly check-ins.
How to use Week Number field:
First appointment (Week 1): Manually enter "1".
Subsequent weekly visits: System auto-calculates based on visit dates.
If client misses a week: Auto-calculation still shows correct programme week.
Final week (Week 12): Verify week number matches programme completion.
Scenario 2: Flexible Smoking Cessation Programme
Situation: Programme allows flexible visit scheduling but tracks progress in programme weeks.
How to use Week Number field:
Initial consultation: Manually enter "1".
Follow-up 10 days later: Auto-calculates as Week 2.
Client prefers to count this as Week 1 still: Override with "1".
Next visit 2 weeks later: Now counted as Week 3 based on override.
Quick Reference
Key Points to Remember
First manual entry = reference point: All subsequent calculations based on this.
Bold numbers = manual override: Easy to spot adjusted visits in the list.
Regular numbers = auto-calculated: Based on calendar weeks elapsed.
Visit date is key: Calculation uses visit date, not case note creation date.
Override at any time by entering a new number.
Clear an override to return to auto-calculation.
Step-by-Step Summary
Admin: Enable "Week Number Field" in Licensee Settings.
Access case: Open client case → Case Notes section.
Set initial: Enter week number on first visit (e.g., "1")
Auto-calculation: Subsequent visits calculate automatically.
Override: Enter new number if needed.
Clear override: Delete value to return to auto-calculation.
Need Help?
For questions about the Week Number Visit Field, contact your system administrator or raise a ticket via the Customer Success Portal.