Employee Time Sheets
Executive Summary
Employee Time Sheets produces printable worker time sheets from the visits scheduled in AlayaCare. A user starts a report for a date range, optionally limited to selected departments or a single employee. The system retrieves the non-cancelled visits, groups them by employee and day, and builds a PDF with one time sheet per worker showing each visit's client, arrival time, and departure time split into AM and PM rows, with space for the worker to write on. Every report is saved as a job in the list so the PDF can be downloaded again at any time.
Key Features
- Start a new time sheet report for a date range, with optional Departments and Employee selection
- One time sheet per employee, with a row for each visit (client initial and last name, arrival and departure times) and at least three AM and three PM rows each day for handwritten entries
- Optionally list activity codes recorded on each visit, and optionally list every day of the range even when the employee has no visits (page settings)
- Filter the job list by the date the job was added
- See which departments and employee each report was run for
- Download the saved PDF again from the list (button or right-click)
Typical Workflow
- Click Start A New Report.
- Choose a date range in Choose a Range, optionally select Departments and an Employee, then click Ok.
- Wait while visits and clients are retrieved and the PDF is created. You can cancel from the processing panel.
- The PDF downloads automatically when finished and the job appears in the list.
- To get a PDF again later, use Download PDF on the job row (or right-click the row and choose Download PDF).
Report Output
A PDF named EmployeeTimeSheets_ followed by the report's from date (for example, EmployeeTimeSheets_March 1, 2026.pdf). It is created automatically when the report finishes, downloads right away, and is saved on the job so it can be downloaded again from the list.
Report Contents
| Content | How it is determined |
|---|---|
| Title | Always Worker Time Sheet. |
| Date from / date to | The dates chosen in Choose a Range. |
| Employee | Each employee (AlayaCare ID and name) with at least one non-cancelled visit in the range. The vacant-visit placeholder employee is left out. Employees are listed by last name, first name. |
| Client list | The clients the employee visited, with address (street and suite), city, and main phone from the client record. |
| Day | The calendar day of each visit in the tenant time zone. When Include Blank Dates is on, every day in the range is listed even with no visits. |
| Client name | On each entry, the client's first initial and last name. |
| Arrival / Departure | The scheduled visit start and end times (24-hour HHmm) in the tenant time zone. |
| AM / PM | Visits starting before noon go in the AM rows, others in the PM rows. Each day is padded with blank rows so there are at least three AM and three PM rows. |
| Activity codes | The activity codes on the visit from AlayaCare, shown when Include Visit Activity Codes is on. |
Cancelled visits are never included. Selecting departments limits which visits are retrieved; selecting an employee limits them to that employee.
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| General | Include Visit Activity Codes | Yes/No | Includes each visit's activity codes on the time sheet. |
| General | Include Blank Dates | Yes/No | Lists every day in the date range for each employee, even days with no visits. |
These labels are taken from the earlier documentation because the setting 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 |
| Settings View | Open View Settings to see the page configuration |
| Settings Edit | Open Edit Settings and change the page configuration |
Main Grid
The grid lists time sheet jobs added within the filter date range, newest first (14 rows per page). The first five columns stay in place when scrolling sideways. A note above the grid explains that the Selected Departments and Selected Employee columns only show history for jobs created on or after August 11, 2026.
| Column | Description |
|---|---|
| ID | Job number. |
| Added | Date and time the job was created, in the tenant time zone. |
| Added By | User who started the job. |
| From | Start of the report date range. |
| To | End of the report date range. |
| Selected Departments | Departments chosen for the report (hover to see the full list). |
| Selected Employee | Employee chosen for the report (hover to see the full name). |
| Processing Start | When processing began. |
| Processing End | When processing finished. |
| Duration | How long processing took, in hours and minutes. |
| Manage Records | Contains the Download PDF button. |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Choose A Filter Date Range | Shows only jobs that were added within this range. Defaults to the current month. |
Click Apply Filter to refresh the list. Use Clear Filter to reset the range to the current month and refresh.
Actions
| Button | Description |
|---|---|
| Start A New Report | Opens the Start A New Report dialog. |
| 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). |
| Apply Filter | Refreshes the list for the filter date range. |
| Clear Filter | Resets the filter range to the current month and refreshes the list. |
| Download PDF (row button) | Downloads the saved PDF for that job. Does nothing if the job has no PDF. |
| Download PDF (right-click a row) | Same as the row button. |
Dialog Components
Start A New Report
Opens from Start A New Report. Choose the dates and, if wanted, limit the report, then click Ok.
| Field | Purpose |
|---|---|
| Choose a Range | From and to dates of the visits to include. |
| Departments | Optional. One or more departments (with Select All). Leave empty for all departments. |
| Employee | Optional. Search for a single employee. Leave empty for all employees. |
| Ok | Starts the report. |
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Departments | Department list offered in the Departments drop-down and shown in Selected Departments. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Start A New Report
- A job is created recording who started it, the date range, the selected departments, and the selected employee.
- The AlayaCare login is confirmed. If it fails, nothing further is processed.
- Visits for the range (midnight on the first day to 11:59 PM on the last day, tenant time zone) are retrieved from AlayaCare for the selected departments and employee. Cancelled visits and the vacant-visit placeholder employee are removed.
- The details of each distinct client are retrieved from AlayaCare, one at a time.
- For each employee (by last name), visits are placed on their day with arrival and departure times, the client's first initial and last name, and the visit's activity codes. If Include Blank Dates is on, every day in the range is added first.
- Each day is padded to at least three AM and three PM rows.
- The processing end time and duration are saved on the job, then the PDF is created, saved on the job, and downloaded.
- If you cancel from the processing panel while clients or visits are being processed, processing stops and no PDF is produced.