If you pay carers for their mileage and travel time, you can opt to add this into their contracts. To enable this, head to Carers → Contract types. Here you can either select an existing contract, or create a new one. Scroll down until you reach payment calculation and you will find the mileage options.
If you need to add this for an individual carer, you can override the necessary fields in their assigned contracts.
ℹ️ To calculate mileage, addresses will need to be given for the clients as it uses the Google Maps location to calculate the distance between them. This means that two consecutive visits at the same address will not generate any mileage or travel time paid.
Here we have a few options:
Pay mileage - Defines whether bookings on this contract will accrue mileage.
Use custom mileage rates - Allows you to override the mileage rates for carers on this contract. Read more here.
Pay for travel time - If carers are paid for travel time, you can enable this here. You can set this to pay using the carer's hourly rate, or set an amount per minute travelled. You are able to optionally limit the amount of travel time that can be generated.
Include mileage time to and from home (must pay mileage) - Carers can accrue mileage to and from home if they have an address in the system.
Include travel time to and from home (must pay travel time) - Travel time is paid to and from the carer's address.
ℹ️ If you are paying for travel time or mileage to and from home, you can set a minimum journey length. This is the minimum amount of either mileage or time that needs to have been travelled before pay is calculated.
How is mileage and travel time calculated?
In the same way you can check Google Maps to find the best route between two addresses, CareLineLive uses Google Maps to calculate the mileage and travel time based on the optimal route between the planned addresses at the time. The mileage and travel time calculated may vary based on the carer's default transport type.
ℹ️ Mileage and travel time may differ from typical journeys on certain dates if public transport routes change or road closures and traffic jams are detected.
The mileage and travel time estimates won't adjust to fit the size of the gap between visits. For example, if the gap between two visits is 30 minutes but Google Maps calculates the travel time as only 20 minutes, then the travel time will be 20 minutes. Likewise, if the gap between two visits is only 10 minutes but Google Maps calculates the travel time as 20 minutes, then the travel time will still be 20 minutes.
ℹ️ If the gap between visits is large enough, it may assume the carer went home and came back between visits. Read more on the maximum gap, minimum gap for paid commute, and other thresholds here: Mileage Settings.
Mileage Settings
You can change the units, default mileage rates, and mileage thresholds on a per team basis in Settings → Travel → Mileage. Read more about the mileage settings available here: Mileage Settings.
Not what you're expecting?
Sometimes, mileage and travel time may show different figures than what you may expect. Here's some areas to check if this happens:
Have you provided addresses for your carers and clients? (Otherwise, figures may be too small. This can be done through the Profile tab in their record by clicking the + icon in the top right.)
Are the pinpoints for each address positioned correctly on the map? (Otherwise, figures may be too large. To do this, click the three dots next to each address, choose Update location, and drag the pinpoint to the correct location.)
Have you selected the correct transport type? (Otherwise, travel time may be significantly different than what's expected. You can change this in the carer's record under Other at the bottom of their Profile tab, using the Edit button.)
Have you ran payroll yet? (Otherwise, mileage and travel time can't be considered paid yet.)
Are your bookings already inside a payroll run? (In this case, you may need to recalculate the payroll run to retrieve the latest mileage and travel time data.)
Is mileage and travel time enabled in the carer and clients contracts? (Read more about enabling mileage and travel time above.)
Are the mileage thresholds suitable for your needs? (Read more about the mileage thresholds here: Mileage Settings)
How fast does mileage and travel time update?
When you make a change that impacts journey data, the mileage and travel time figures are not recalculated instantly. Instead, the recalculations are queued for processing, and may take longer than normal if there are more processes to perform.