How It Works
Enabling Automatic Travel Claims on Shifts
When you create or edit a shift in the scheduler, you'll find a checkbox labelled "Apply Travel Claim" located near the staff selection field.
To enable travel claims when creating a new shift:
Open the scheduler and click to add a new shift
Select the client for the shift
Locate the "Apply Travel Claim" checkbox in the shift form
Tick the checkbox to enable automatic travel claim generation
Complete the rest of the shift details (staff member, time, etc.)
Save the shift
When this checkbox is enabled, the system will automatically create travel claims when the assigned staff member has consecutive shifts that require travel between different client locations.
What Triggers an Automatic Travel Claim
Travel claims are generated automatically when:
A staff member has shifts with different clients scheduled consecutively
The "Apply Travel Claim" checkbox is enabled on the shifts
Travel is required between the two client addresses
The system tracks:
From Client - The client location the staff member is traveling from
To Client - The client location the staff member is traveling to
Travel Date - The date the travel occurs
Shift Time - The time of the shift being traveled to
Distance - The calculated kilometers between the two locations
Viewing and Managing Travel Claims
All travel claims can be viewed from the Travel Claims page, accessible from the Finances section in the sidebar.
Travel Claims Tabs
The Travel Claims page is divided into two tabs:
Between Clients Tab
Displays travel claims for journeys made between client appointments
Shows the from/to client information
Includes options to bill the travel to a specific client
With Client Tab
Displays travel claims for journeys to a single client location
Shows the destination client and shift details
Table Columns
Each travel claim record displays:
Staff Member - The staff member's name and email
Destination - The client location(s) involved
Travel Date - The date of travel
Shift Time - The time of the associated shift
Distance - The travel distance in kilometers
Status - The current claim status (Pending, Approved, or Rejected)
Click on a staff member's name to open the claim details drawer.
Claim Details Drawer
Click on any travel claim row to open the details drawer on the right side of the screen. The drawer displays:
Staff Member - Name and email of the staff member
Shift for (client) - The destination client
Travel Date - When the travel occurred
Shift Time - The time of the shift
Distance (km) - The travel distance
Status - Current claim status with a coloured indicator
Claim Statuses
Travel claims progress through the following statuses:
Status | Description |
Pending | Claim has been submitted and awaits review |
Approved | Claim has been reviewed and approved for reimbursement |
Rejected | Claim has been declined |
Processing | Claim is currently being processed |