Coordinate screening across branches without losing site details

Give each branch one row

Set up a sheet with these columns: site, estimated participants, shift or release window, proposed arrangement, capacity confirmed by provider, local coordinator, unresolved issue, next decision date, and status. Use a headcount rather than a list of names. Keep the scheduling roster in its appropriate restricted location.

Define status in everyday language. Ready means the provider and branch have both confirmed the specific plan. Conditional means a named question still needs an answer. Hold means invitations should wait. Record who supplied the confirmation and when; a venue being available last quarter is not a confirmation for this session.

Example: three fictional Cebu branches

These entries show how one employer might use the worksheet. They describe invented planning decisions rather than actual provider coverage.

• Mandaue workshop | 48 people, two shifts | clinic visits in small groups | Conditional: provider can take eight in the proposed block; operations must assign relief before releasing the first group. Workshop lead to respond Wednesday.
• Lapu-Lapu warehouse | 28 people, early shift | proposed onsite session | Hold: provider has not accepted the room or confirmed staff. Branch coordinator to obtain a site assessment or request a clinic alternative by Thursday.
• Cebu City office | 14 people, daytime | clinic appointments | Ready in this example: provider confirms dates, the office supervisor accepts release times, and employees have a contact for changes.

Release invitations by site

Send a branch-specific message only when that branch is ready. Include its location, local contact, date window, and provider-approved instructions. Keep a separate column for invitations already sent, so a later change reaches the right people. A delay at one branch need not cancel the confirmed plan at another unless resources are shared.

Before combining totals, check dependencies. Is the same van, coordinator, or provider team promised to two locations at once? Does the quotation apply minimum charges to each visit? Review the rows together with purchasing and branch leads. The useful result is a next decision for every branch, even when the decision is to wait.