Employee Routes
Executive Summary
Employee Route Mapping (the Employee Routes menu option) shows on a map the route each employee is scheduled to drive on a chosen day. Coordinators pick a service date and branch, choose one employee or several employees, and click Show Map. The system reads the employees' visits for that day from AlayaCare, places each visit at the client's address (or the facility's address for facility visits), and draws a coloured driving route per employee. A side grid summarises each route with the number of clients, visit time, travel time and distance, and can be expanded to list every stop in order. This screen is for review only; it does not change any visit in AlayaCare.
Key Features
- Map the day's visits for a single employee, or for many employees chosen by group
- Draw one coloured route per employee with numbered waypoints showing the visit time window
- Optionally start and end each route at the employee's home address (set in the page settings)
- Optionally show a chosen client's home location on the map
- See per employee: clients, skipped clients, total visit time, travel time, travel time as a percentage of visit time, and travel distance in KM
- Expand an employee to list each stop with start time, visit time, client, address and coordinates
- Show or hide an individual employee's route from the grid
- Highlight only the waypoints within a time window, and turn route lines on or off
Typical Workflow
- Choose a Service Date and a Branch.
- Choose Employee Selection: Single Employee (then search for the employee in Employee Name) or Multiple Employees (then choose a Department and, optionally, Groups).
- Optionally choose a Client to show that client's home on the map.
- Click Show Map. A progress panel lists the employees and visits as they are processed and can be cancelled.
- Review the routes on the map and in the grid. Expand an employee to see the stops. Right-click an employee row and choose Hide or Show to remove or restore that route on the map.
- To focus on part of the day, enter Show Waypoint Labels Starting At Or After and Show Waypoint Labels Ending At Or Before, then click Update Map. Use Clear Times to remove the times.
- Click Clear Map to start a new search.
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| Route | Start At Employee Home Address | Yes/No | When on, every route starts at the employee's home address, ahead of the first visit. |
| Route | End At Employee Home Address | Yes/No | When on, every route ends at the employee's home address, after the last visit. |
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
| Settings View | Open View Settings to see the page configuration |
| Settings Edit | Open Edit Settings and change the page configuration |
Main Grid Filters
The page has no list until a map is shown. These selections decide what is mapped, and are locked while a map is displayed.
| Filter | Purpose |
|---|---|
| Service Date | The day whose visits are mapped. Required. |
| Branch | The AlayaCare branch to work in. Users limited to one branch see it selected automatically. |
| Employee Selection | Single Employee or Multiple Employees. |
| Employee Name | Search for the employee (Single Employee). Required for a single employee. |
| Department | A department must be chosen for Multiple Employees. |
| Groups | Employee groups to include (Multiple Employees). When none are chosen, all active employees are considered. |
| Client | Optional. Shows the client's home location as a marker on the map. |
Actions
| Button | Description |
|---|---|
| Show Map | Builds the routes and shows the map. Replaced by Clear Map once a map is showing. |
| Clear Map | Clears the map and the route grid and re-enables the selections. |
| 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). |
| Update Map (map showing) | Applies the waypoint label times and refreshes the waypoints. A warning is shown if the ending time is earlier than the starting time. |
| Clear Times (map showing) | Clears both waypoint label times. |
| Show Route Lines (tick box, map showing) | Turns the route lines on the map on or off. |
| Show Waypoint Labels Starting At Or After / Show Waypoint Labels Ending At Or Before (map showing) | Limit the full waypoint labels to visits that overlap the time window. Other visits are shown as plain dots. |
| Show / Hide (right-click an employee row) | Shows or hides that employee's route on the map. A hidden route is marked with an icon beside the employee name. |
Dialog Components
Route Grid and Map
Appears beside the map after Show Map. The map shows each employee's route in a different colour (red, orange, green, blue, indigo, violet, then random colours) with numbered waypoints. Each waypoint for a client visit shows its number and the visit's start and end times; the label opens to show the client, address and employee.
Grid
Lists one row per employee with a route.
| Column | Description |
|---|---|
| Employee Name | The employee, with the route's colour. |
| Clients | Number of visits (stops) for the employee. |
| Skipped | Visits that could not be placed on the map because they have no location. |
| Visit Time | Total scheduled visit time in minutes. |
| Travel Time | Driving time of the route in minutes. |
| % | Travel time as a percentage of visit time. |
| KM | Driving distance of the route. |
Stops (expanded row)
Expand an employee to list the stops in order.
| Column | Description |
|---|---|
| (numbered dot) | The waypoint number on the map. Blank when the stop has no location. |
| Start | Visit start time. |
| Visit Time | Visit start and end time. |
| Client | Client name, address and coordinates. The employee's home appears as the first or last stop when the settings ask for it. |
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Branches | Branches offered in Branch. |
| Departments | Departments offered in Department. |
| Facilities | Facility addresses and map coordinates, used as the location of facility visits. |
| ServiceCodes | Service codes flagged to be excluded from employee route mapping. Visits with those codes are left off the routes. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Show Map
- Requires a service date, and an employee (Single Employee) or a department (Multiple Employees). Signs in to AlayaCare; a warning is shown if that fails.
- Opens a progress panel that can be cancelled. If the branch is not the default branch, switches AlayaCare to the chosen branch.
- Finds the active employees: the one chosen, or, for Multiple Employees, all active employees in the selected groups (all active employees when no group is chosen).
- Loads all visits for the service day (midnight to midnight in the user's time zone) for those employees. If there are none, "No Visits Found" is shown and the map is not drawn.
- If a client was chosen and has a home location, shows it on the map.
- For each employee, in turn: employees with no visits, or with no home address, are skipped and a message says so.
- For every other employee, loads each visit's details and service, and skips visits whose service code is flagged to be excluded from employee route mapping. The visit's location is the service address when the service overrides the address, otherwise the client's home address; a visit at a facility uses the facility's address when it has map coordinates. Visits with no location are counted as skipped.
- Adds the employee's home as the first and/or last stop when the page settings ask for it, and orders the stops by start time.
- Builds the route and waypoints. A route is only drawn when it has more than one stop. The map then calculates the driving route, travel time and distance for each employee, and these fill the grid.
- Switches AlayaCare back to the default branch. If no route could be drawn, "No Visits Found" is shown.
- Stops and clears the map if the user cancels.