How the roster allows for travel between shifts, how distance shows when choosing workers, and how kilometres logged by workers reach payroll and invoicing.
Before you begin
- Workers’ home addresses and participants’ or houses’ addresses are recorded.
- To approve travel you need Approve travel claims.
Leave enough travel time between shifts
- When a worker has two shifts at different places close together, the shift shows a Travel overlap warning, for example Less than 30 minutes to travel between this and another shift.
- The default allowance is 30 minutes. Shifts at the same house or address don’t trigger it.
- Each travel warning also takes 10 points off the worker’s match score, so better-spaced workers rank higher.
Use distance when choosing a worker
- In New shift, Swap or reassign and Roster → Open shifts, each worker shows how far their home is from the shift (for example 12.4 km away).
- Workers further than the matching distance (40 km by default) aren’t offered the shift.
- Without a maps connection the distance is a straight-line estimate.
How workers log kilometres
- At clock-out, the app asks for Kilometres with the participant on community shifts or when your organisation requires it. These are recorded as activity-based transport.
- Workers claim travel between shifts in More → Travel with Claim travel between shifts.
- A coordinator can enter km with participants when checking a worker out on their behalf (More → Check out for a worker on the shift record).
Approve travel for pay and billing
- Go to Time → Travel and kilometres and choose the pay period.
- Review each claim’s Type (Provider travel, Activity-based transport or Between shifts), route, km and status.
- Select Approve, or use Edit with reason, Query the worker or Reject. Select Approve … claims to approve all ready claims.
- Approved km pay the vehicle allowance through the timesheet; billable claims go to the next invoice run under the Pricing Schedule travel rules. Between-shift travel is paid but never billed.
Time → Travel and kilometres page with the claims table filtered to Activity-based transport
Tips
- Approving a claim needs the shift’s timesheet line unlocked. If the line is already approved, unapprove it first.
- Use Travel between shifts on the travel page to add a between-shift claim for a worker yourself.
If something goes wrong
No Travel overlap warning although the worker can’t make it in time
The warning uses a fixed travel allowance, not real travel time. Allow extra time for long trips yourself.
Kilometres from check-out aren’t on the travel page
Check the pay period selected, and that the worker entered km before clocking out. Claims arrive as pending until approved.
A travel claim can’t be approved
The shift’s timesheet line is already approved. Unapprove the line, approve the claim, then approve the line again.