Employee Locate
Executive Summary
Employee Locate shows where an employee was during a service day. For a chosen employee and date, the screen plots the employee's scheduled visits on a map as a numbered route, adds the clock-in and clock-out locations reported from the mobile app, and adds the GPS tracking points recorded by AlayaCare. Supervisors use it to check that visits were attended at the right address, to see how far clock events were from the visit address, and to review the employee's travel path. Results can be exported to Excel, and each lookup is saved to a locate history that can be searched when permitted.
Key Features
- Choose a branch, an employee, and a service date, then plot the day on a map
- Show the employee's visits as numbered stops, optionally starting and ending at the employee's home address
- Show clock-in and clock-out pins from each visit's work session, with an optional different colour when a clock event is further from the visit address than a set distance
- Show GPS tracking points, limited by their reported error margin and their distance from the previous point
- See per-employee totals: clients, skipped stops, visit time, travel time, and kilometres
- Click a numbered stop in the list to zoom the map to it
- Export the visits and tracking points to Excel
- Review the history of earlier lookups (when permitted)
- View the AlayaCare employee tracking endpoint settings (when permitted)
- Configure pin colours, route options, and filters in the page settings (when permitted)
Typical Workflow
- Confirm the Branch (top right) and select an Employee. Choose the Service Date (defaults to today).
- Click Show Map. A processing panel shows progress; you can cancel it.
- Review the map and the lists beside it. Expand the employee row to see each visit, with its clock-in and clock-out details.
- Click a numbered stop to zoom the map to it.
- Click Export for an Excel copy, then Clear Map to look up another employee or date.
Report Output
Export creates an Excel workbook (.xlsx) named emplocate_ followed by the employee's name and the date and time. It downloads automatically. The workbook has two sheets:
- Visits: one row per stop on the route, including the employee's start and end at home when those options are on. Columns are Waypoint, Start, Visit Time, Client, Address Source, Address, Lat, Lon, ClockIn Time, ClockIn Lat, ClockIn Lon, ClockIn Distance From Address, ClockOut Time, ClockOut Lat, ClockOut Lon, and ClockOut Distance From Address. Distances are in metres.
- Coordinates: one row per GPS tracking point. Columns are Waypoint, Time, Coordinates(Lat,Lon), GPS Error Margin, and Distance From Prior Included Location.
Report Contents
| Content | How it is determined |
|---|---|
| Waypoint | The stop's number on the map. Stops without a usable location have no number. |
| Start | Visit start time (24-hour) in the employee's time zone. |
| Visit Time | Scheduled length of the visit in minutes. |
| Client | Client name (last name, first name) from AlayaCare, or the facility name for facility visits. |
| Address Source / Address | The address used to place the visit, labelled with where it came from (for example the client or a facility). A facility's saved location is used when the visit is at a facility that has one. |
| ClockIn / ClockOut Time, Lat, Lon | Time and location reported when the employee clocked in and out of the visit's first work session. |
| ClockIn / ClockOut Distance From Address | Straight-line distance in metres between the clock location and the visit address. |
| GPS Error Margin | Accuracy in metres reported with the tracking point. |
| Distance From Prior Included Location | Straight-line distance in metres from the previous tracking point that was kept. |
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options. Settings cannot be opened while a map is showing.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| Route | Start with the employee home address? | Yes/No | Adds the employee's home as the first stop of the route. |
| Route | End with the employee home address? | Yes/No | Adds the employee's home as the last stop of the route. |
| Route | Tracking Pin Colour | Colour | Colour of the GPS tracking points. |
| Route | Clock In Pin Colour | Colour | Colour of clock-in pins. |
| Route | Hide Clock In Pins? | Yes/No | Hides clock-in pins. |
| Route | Clock In Pin Color out of GEO Fence | Colour | Colour of a clock-in pin that is further from the visit address than the maximum distance. |
| Route | Show Clock In Pin in different color if out of GEO Fence? | Yes/No | Uses the out-of-fence colour for clock-in pins that are too far. |
| Route | Clock Out Pin Colour | Colour | Colour of clock-out pins. |
| Route | Hide Clock Out Pins? | Yes/No | Hides clock-out pins. |
| Route | Clock Out Pin Color out of GEO Fence | Colour | Colour of a clock-out pin that is further from the visit address than the maximum distance. |
| Route | Show Clock Out Pin in different color if out of GEO Fence? | Yes/No | Uses the out-of-fence colour for clock-out pins that are too far. |
| Route | Max Distance in meters for Clock In/Out | Text (number) | Distance in metres beyond which a clock event counts as outside the geo-fence. 0 or blank turns the check off. |
| Route | Show Map Location With A Reported GPS Error Margin Less Than Or Equal To (m) | Dropdown | Tracking points with a larger reported error margin are not shown. Choices: 10, 25, 50, 150, All. Defaults to 150. |
| Route | Show Locations With A Distance From The Previous Location Greater Than Or Equal To (m) | Dropdown | Tracking points closer than this to the previous shown point are not shown. Choices: 50, 100, 200, 500, All. Defaults to 100. |
The group heading Route is shown in the dialog; the setting labels above are taken from the earlier documentation because the labels are stored in a configuration table.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
| All Branches | Choose any branch in the Branch selector. Without it, the selector is limited to your own branch. |
| Settings View | Open View Settings to see the page configuration |
| Settings Edit | Open Edit Settings and change the page configuration |
| Endpoint Configuration View | Show View Endpoint to see the AlayaCare tracking settings |
| Endpoint Configuration Edit | Also shows View Endpoint; the settings are view-only on this screen |
| History | Show Show History to open the locate history |
Actions
| Button | Description |
|---|---|
| Show Map | Plots the selected employee's visits, clock events, and GPS tracking points for the service date. A warning asks for a Service Date or an Employee if missing. |
| Clear Map | Clears the map and returns to the lookup fields. Shown while a map is displayed. |
| Export | Exports the visits and tracking points to Excel. Shown while a map is displayed. |
| View Settings | Opens the page settings in read-only mode (when settings view is permitted). |
| Edit Settings | Opens the page settings for editing (when settings edit is permitted). |
| View Endpoint | Opens the Endpoint Configuration dialog (when permitted). |
| Show History | Opens the Locate History dialog (when permitted). |
| Information button | Shown beside the title when help documentation is available for the page; opens it. |
The Branch, Employee, Service Date, settings, endpoint, and history controls are disabled while a map is displayed.
Dialog Components
Map Results
Shown after Show Map. The left side lists the results and the right side shows the map, with the splitter between them adjustable.
Employee grid
| Column | Description |
|---|---|
| Employee Name | The employee, with a dot in the route's colour. |
| Clients | Number of visits on the route. |
| Skipped | Number of stops that could not be placed on the map because they have no usable location. |
| Visit Time Column | Total scheduled visit time. |
| Travel Time Column | Driving time of the route as calculated by the mapping service. |
| KM | Driving distance of the route in kilometres. |
Expand the employee row to see the visits.
| Visit column | Description |
|---|---|
| (stop) | The stop's number (click it to zoom the map) and a status bar coloured by the visit's state, such as scheduled, clocked in, completed, approved, late, missed, cancelled, or vacant. |
| Start | Visit start time. |
| Visit Time | Scheduled length in minutes. |
| Client | Client name, the address with its source, the coordinates, the clock-in time and location with In Distance From Address, and the clock-out time and location with Out Distance From Address (in metres). |
Tracking points grid
Shown below the employee grid when GPS tracking points exist for the day.
| Column | Description |
|---|---|
| (stop) | The point's number on the map. |
| Time | When the point was recorded. |
| Coordinates (Lat, Lon) | Latitude and longitude. |
| GPS Error Margin | Reported accuracy in metres. |
| Distance From Prior Included Location | Distance in metres from the previous point that was kept. |
Locate History
Opens from Show History (when permitted). It lists earlier lookups made on this page.
| Field / Button | Purpose |
|---|---|
| Employee | Optional. Limit the history to one employee. Leave blank for all employees. |
| Refresh | Loads the history. |
| Close | Closes the dialog. |
| Column | Description |
|---|---|
| ID | History number (numbered within the year). |
| Employee | Employee that was looked up (last name, first name). |
| Date | The service date that was looked up. |
| Added | When the lookup was made. |
| Added By | User who made the lookup. |
Endpoint Configuration
Opens from View Endpoint (when permitted). It shows the employee-tracking settings held in AlayaCare for the mobile app. On this screen they are read-only.
| Field | Description |
|---|---|
| Accuracy Meters | Accuracy threshold for recorded locations. |
| Polling Frequency | How often the app records a location. |
| Rollup Value Meters | Distance rollup value. |
| Static Location Timeout Minutes | Timeout for a location that has not moved. |
| Upload Frequency | How often the app uploads locations. |
Click Close to leave the dialog.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Branches | Branch selector and the employee's branch. |
| Facilities | Saved location of the facility for visits held at a facility. |
| Service Codes | Service codes marked to be excluded from employee routing and mapping are left off the route. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Show Map
- The system checks that a service date and an employee are selected and that AlayaCare can be reached.
- The employee's profile is loaded. The employee must have a geocoded home address, otherwise a warning names the employee and nothing is shown. The employee's own time zone is used for the day.
- The employee's visits for the day (midnight to 11:59:59 PM) are loaded from AlayaCare. Visits on hold are left out. If the employee has no visits, the route is skipped.
- For each visit, its details and the service details are loaded. Visits whose service code is excluded from employee routing are left out. Client details are loaded for client visits. The visit's address is taken (a facility's saved location is used for facility visits when available). A visit with no usable address is skipped with a message.
- The route is built. When configured, the employee's home is added as the first and/or last stop. Stops with an address are numbered; stops without one are counted as Skipped.
- For each visit the first work session is loaded to get the clock-in and clock-out times and locations. If visit verification features are enabled in AlayaCare, the visit's verification is also retrieved. Clock-in and clock-out pins are added unless hidden. When the distance check is on and a clock event is further from the visit address than the maximum distance, the out-of-fence colour is used.
- The employee's GPS tracking points for the day are loaded from AlayaCare. Points with a larger error margin than allowed are hidden, and points that are not far enough from the previous shown point are hidden. The last point is always shown.
- The mapping service draws the route and returns the distance and travel time, which fill the employee grid.
- A locate history entry is saved for this lookup. If nothing was found (no visits), the message No scheduled visits or tracking coordinates were found is shown instead of a map.