Record Travel During a Shift

Overview

Support Workers can record travel directly in the app while clocked in to a shift. This ensures accurate kilometre tracking using odometer readings, with automatic calculations of distance travelled.

How to Record Travel

Open the Shift

Tap the shift in question and make sure you are clocked in.

Start Travel

• Beneath the Clock Out button, tap Record Travel During.
• Select Start Travel.

• Enter your start odometer reading.
• If your organisation has set a travel limit, the app displays it, such as Limit: 20 km.
• Tap Submit.

If your organisation requires photographic evidence of your odometer reading, provide it when you start travel. Take a photo with the camera or select one from the gallery.

End Travel

• Tap Record Travel During again.
• Select End Travel.
• Enter your end odometer reading.
• The app calculates the kilometres from the difference between the start and end readings.
• Tap Submit.

The calculated kilometres use the following colour scheme:

• Green: equal to or below the scheduled amount.
• Red: greater than the scheduled amount.
• Grey: zero kilometres.

If your organisation requires photographic evidence of your odometer reading, you will be prompted to provide this when you end your travel. You can either take a photo using your camera or upload an image from your gallery.

Updating a Travel Entry

If you entered an incorrect reading:

1. Select View Shift.
2. Select Travels.

3. Select the Travel, then select Update. The update action is unavailable after travel has been approved.

4. Enter the corrected odometer readings, check the amount claimed, and select Submit.

No Travel Recorded

When updating travel, if no travel was recorded during the shift, you can use the checkbox available to communicate that there was no travel during your shift.

Travel To and From Support

If travel to or from a support is payable, it will appear on your schedule with the heading Travel. This allows you to record start and end odometer readings so that travel distances can be tracked and billed accurately.

How to Record Travel To and From Support

Open the Shift

Tap the shift in question from your schedule.

Start Travel

• Select Start Travel.
• Enter your start odometer reading.
• Tap Submit.

Once submitted, the Travel will display a tag "In Progress".

End Travel

• Select End Travel.
• Enter your end odometer reading.
• Tap Submit
  • If you are submitting "Travel To", you'll be asked to Submit and Clock In

Confirmation

Once submitted correctly, a green tick will appear to confirm the travel record has been completed.

If you were submitting "Travel To" and selected the option to Submit and Clock In, your Shift will be automatically clocked in - and will display the "In Progress" tag.

Travel Between Back-to-Back Shifts

Where you finish one shift and go straight to the next, the travel from the first shift and the travel to the second can be one journey. Astalty combines compatible records into a single Travel on your schedule, so you enter the start reading when you set off and the end reading when you arrive.

Record it like other travel to and from a support. Select Start Travel and enter the start reading, then select End Travel and enter the end reading. View Travels shows the combined Total Scheduled Distance and Total Scheduled Duration. Update Odometer is available until the travel is approved.

Astalty works out how much of the distance and time belongs to each shift, so you don't need to divide it yourself.

You will see two separate Travel records when the trips have different charging or payment rules. This can happen when you change vehicle between the shifts, such as moving from a company vehicle to your own car.

Forgetting To Record Travel

If you attempt to Clock Out without recording or ending Travel, Astalty will highlight this in the Clock Out page.

To confirm Clock Out, Astalty will navigate you to the Update Travel Odometer page where you can either:

• enter your odometer readings, or
• you can mark the travel as not occurring during this shift.

Report Unscheduled Travel

If your organisation has Allow Unscheduled Travel enabled, you can report travel that wasn't scheduled on a shift. Open the shift and tap Report Unscheduled Travel, then record your odometer readings the same way you would for any other travel.

By default, Report Unscheduled Travel is only available while you are clocked in to the shift.

Reporting Unscheduled Travel After Clocking Out

If your organisation has also enabled Allow Reporting Unscheduled Travel after Clocking Out (see Scheduling Settings), Report Unscheduled Travel stays available on a shift after you have clocked out. This means you can still log travel you forgot to record before ending the shift.

Recording Travel During in the App - Video Overview

The following video provides a walkthrough of how to record travel during a support.

Recording Travel To & From in the App - Video Overview

The following video provides a walkthrough of how to record travel to and from a support.