The mileage settings control how your journeys, mileage, and travel time are calculated, paid, and billed. You can configure the mileage settings in Settings → Travel → Mileage. These can be configured on a per-team basis if needed.
Teams
At the top, you'll see a header that says Mileage Payments with a grey box on its right. Here, you can select a team to configure from the dropdown. Alternatively, you can choose to configure the Master settings instead.
ℹ️ The Master settings are the fallback settings, which are used for any teams that don't yet have their mileage settings configured.
Distance Units
You can configure whether you'll use imperial Miles (mi) or metric Kilometres (km) to calculate the distances in your carers' journeys.
Mileage Rates
Each transport type (Car, Motorcycle, Cycle, Public Transport, and Walking) can be given its own rate per mile/kilometre travelled. However, these rates can be overridden in the carer's contract.
Mileage Thresholds
There are four mileage thresholds which control how mileage and travel time estimates are calculated:
Visit Order
Planned Visit Order calculates journeys using the planned start times and durations of the bookings, based on what was rostered. For example, if a coordinator books a carer into three visits (A → B → C) but the carer decides to complete the bookings in a different order (such as: B → C → A), then the journey data would be calculated using the original order rostered by the coordinator (which was: A → B → C), rather than the actual order chosen by the carer.
On the other hand, Actual Visit Order calculates journeys using the actual start times and durations of the bookings, based on when the carers actually checked in and checked out of the visits. Using the previous example, the journey data would be calculated using the actual order chosen by the carer (which was: B → C → A), rather than the original order rostered by the coordinator.
In summary, planned visit order only considers the order the visits appear on the roster, whereas actual visit order considers the order the visits were actually completed by the carers.
ℹ️ Although actual visit order may be more accurate in a few situations, we recommend using planned visit order because it's normally more convenient.
Maximum Gap
The Maximum Gap is the maximum length of time between two visits for which carers will be paid mileage and/or travel time.
If the gap between two visits surpasses the maximum gap, no mileage and travel time will be paid. The only exception is if it also surpasses the minimum gap for paid commute, at which point it's considered a split shift, meaning mileage and/or travel time to and from home can be paid, as long as it's enabled in the carer's contract.
ℹ️ The maximum gap will consider if planned or actual visit order was chosen when calculating mileage and travel time estimates.
Minimum Gap for Paid Commute
ℹ️ The minimum gap for paid commute only applies if the carer's contract has mileage and/or travel time to and from home enabled.
The Minimum Gap for Paid Commute is set to Not Paid by default. This means that only the first and last visits of the day will be paid for mileage and/or travel time to and from home.
However, if the Minimum Gap for Paid Commute is set to Minimum Gap, then you'll need to define the minimum length of time between two visits that must pass for the visits to count as a split shift.
A split shift assumes that the carer has gone home and come back out again between visits. This means that it'll pay mileage and/or travel time to and from home, rather than mileage between visits.
ℹ️ The minimum gap for paid commute will consider if planned or actual visit order was chosen when calculating mileage and travel time estimates.
Fidelity
The Fidelity defines what Google Maps uses to find the location of each booking when calculating mileage and travel time. This can be set to one of three strategies:
Post Code - Only the post code field of the address will be used when estimating distances, and may be inaccurate if the target post code covers a large area
Full Address - The street address is used too, ensuring a more precise location, but may still be inaccurate on longer streets
Geocoded Location - Uses the coordinates resulting from geocoding the address instead, and can be adjusted precisely on a map if needed
ℹ️ To ensure the highest accuracy and control over your mileage and travel time estimates, we recommend using Geocoded Locations wherever possible. Unless it's changed, this option will be selected by default anyway.