Facility Clock In/Out
Executive Summary
Facility Clock In/Out lets facility staff record attendance for the clients booked at a facility on a given day. Staff choose a branch, a service date, and a facility, then load the visits scheduled there from AlayaCare. The visits are grouped by session time, and each client can be clocked in and clocked out, singly or in bulk, using either the scheduled visit time or the actual time. Staff with the right permissions can also add a client to a session, delete a client's visit, cancel a visit with a cancel code, and edit a visit's service instructions. Every change is made directly in AlayaCare, and the employee recorded on the visit is the signed-in user or an employee chosen on the screen, depending on the page settings.
Key Features
- Load the visits for one facility and one service date, grouped into session time buttons
- Work from three tabs: Clock In (clients not yet clocked in), Clock Out (clients currently clocked in), and All Clients (everyone for the session time)
- Clock clients in or out one at a time, or clock in or out all selected clients at once
- Choose whether the clock in or clock out time is the scheduled visit time or the actual time (unless the page settings fix this choice)
- Stop a clock in when the employee already has an open session with the same client and service, and review the problems in a results list
- Clock out an employee's conflicting open session directly from the results list
- Add a client to the selected session time by choosing the client and one of the client's active services
- Delete selected clients, and see which ones could not be deleted
- Cancel clients with a cancel code (when permitted and when AlayaCare cancel reasons are set up)
- View and edit the service instructions for a client, with or without clocking in or out at the same time
- Optionally write an audit note on the visit in AlayaCare each time a client is clocked in or out
- Limit the screen to today's date, the signed-in user as the employee, and a fixed time type through the page settings
Typical Workflow
- Confirm the Branch shown in the top right (users with the All Branches permission can change it).
- Choose the Service Date (when not fixed to today) and a facility, then click Apply. Visits are loaded from AlayaCare.
- Choose the Employee To Use For Clock In if the field is editable.
- Click a session time button under Session Times.
- On the Clock In tab, choose the time to use, tick the clients, and click Clock In Selected. Review the Results list if any client could not be clocked in.
- Later, on the Clock Out tab, choose the time to use, tick the clients, and click Clock Out Selected.
- Use Add Client, Delete Selected, Cancel Selected, or the notes icon as needed, then click Clear to start over with another facility or date.
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options. The dialog is titled Facility Clock In/Out Settings.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| General | Number Of Rows | Dropdown | Number of rows per page in the client grid. Defaults to 14 when blank. |
| General | Use Logged In Employee | Yes/No | When on, the signed-in user is the employee for every clock in and the employee box is read only. When off, an employee must be chosen on the screen. |
| General | Write Audit Visit Note | Yes/No | When on, a note naming the signed-in user and the time is added to the visit in AlayaCare after each successful clock in or clock out. |
| General | Allow Current Date Only | Yes/No | When on, the Service Date is fixed to today and cannot be changed. |
| General | Include Service Name | Yes/No | When on, each session time button starts with the service name. |
| General | Start Time To Use | Dropdown | Fixes the time used for clock in and clock out: Visit Time or Actual. When blank, users choose the time on the Clock In and Clock Out tabs. |
| Update Visit Overrides | Overlapping Visits | Yes/No | Allow the visit to be updated even if it overlaps another visit. |
| Update Visit Overrides | Service Instructions | Yes/No | Allow the update despite a service instructions rule in AlayaCare. |
| Update Visit Overrides | Reason Code | Yes/No | Allow the update despite a reason code rule in AlayaCare. |
| Update Visit Overrides | Locked Visit | Yes/No | Allow the update on a locked visit. |
| Update Visit Overrides | Blocked Employee | Yes/No | Allow the update when the employee is blocked. |
| Update Visit Overrides | Unavailable Employee | Yes/No | Allow the update when the employee is unavailable. |
| Update Visit Overrides | Blocked Facility | Yes/No | Allow the update when the facility is blocked. |
| Update Visit Overrides | Authorization | Yes/No | Allow the update despite an authorization rule in AlayaCare. |
The overrides are sent to AlayaCare when a client is clocked in (the employee is assigned to the visit first) and when a client is added.
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 |
| All Branches | Choose any branch in the Branch box. Without it, the page is limited to the user's own branch. |
| Add | Show the Add Client button |
| Delete | Show Delete Selected and the delete icon in Manage Records |
| Cancel | Show Cancel Selected and the cancel icon in Manage Records. Also requires cancel reasons to be set up in the AlayaCare account. |
Main Grid
The grid, tabs, and session time buttons appear only after you click Apply. The grid lists the clients booked for the selected session time (14 rows per page unless the Number Of Rows setting changes it), in client name order. Tick the checkbox on each row to select it.
The three tabs decide which clients are listed:
| Tab | Clients listed | Controls on the tab |
|---|---|---|
| Clock In | Clients not yet clocked in for the session time. | Time to use for clock in, Clock In Selected, Delete Selected, Cancel Selected, Add Client (each as permitted). |
| Clock Out | Clients currently clocked in. | Time to use for clock out, Clock Out Selected. |
| All Clients | Every client for the session time, clocked in, clocked out, or neither. | None. Rows can only be viewed, and the service instructions edited. |
| Column | Description |
|---|---|
| Client | Client name, last name first. |
| Service | Service code of the visit. |
| Status | Clocked In, Clocked Out, or blank when the client has not been clocked in. |
| Service Instructions | Service instructions saved on the visit. |
| Manage Records | Row icons, described below. |
Manage Records icons:
| Icon | Description |
|---|---|
| Notes | Opens the service instructions dialog for the client. |
| Clock | Clocks the client in (on the Clock In tab) or out (on the Clock Out tab). Shown only when the client can be clocked in or out on that tab. |
| Delete | Deletes the client's visit. Shown only with the Delete permission, and only for clients not yet clocked in. |
| Cancel | Cancels the client's visit. Shown only with the Cancel permission, on the Clock In tab. |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Branch | Branch whose facilities are searched. Locked to the user's own branch without the All Branches permission. Disabled while a filter is applied. |
| Service Date | Day whose visits are loaded. Fixed to today when Allow Current Date Only is on. Disabled while a filter is applied. |
| Facility | Facility to load. Type to search. Required: "Please select a facility" is shown otherwise. Disabled while a filter is applied. |
| Employee To Use For Clock In | Employee recorded on the visit and on the clock in. A search box when Use Logged In Employee is off. When it is on, the signed-in user's name is shown and cannot be changed. |
| Session Times | One button per distinct visit time at the facility on that date. The selected button decides which clients the grid lists. |
| Time to use for clock in / Time to use for clock out | Visit Start Time or Actual Time for clock in. Visit End Time or Actual Time for clock out. Cannot be changed when Start Time To Use is set. |
Click Apply to load the visits. Use Clear to reset the filters, remove the loaded clients, and choose again.
Actions
| Button | Description |
|---|---|
| View Settings / Edit Settings | Opens the settings dialog. Shown only with the Settings View or Settings Edit permission. |
| Apply | Loads the visits for the facility and date. |
| Clear | Clears the loaded visits and re-enables the filters. |
| Clock In Selected | Clocks in the selected clients (Clock In tab). Disabled until at least one client is ticked. |
| Clock Out Selected | Clocks out the selected clients (Clock Out tab). Disabled until at least one client is ticked. |
| Delete Selected | Deletes the selected clients' visits (Clock In tab). Shown only with the Delete permission. |
| Cancel Selected | Cancels the selected clients' visits (Clock In tab). Shown only with the Cancel permission and when AlayaCare cancel reasons exist. |
| Add Client | Opens the dialog to add a client to the session time (Clock In tab). Shown only with the Add permission. |
| Clock In/Out, Delete, Cancel (right-click a row) | Acts on the row that was right-clicked. The first item reads Clock In on the Clock In tab and Clock Out on the Clock Out tab, and each item appears only when it applies to that client. |
| Clock In/Out Selected, Delete Selected, Cancel Selected (right-click a row) | Acts on all ticked rows. The first item reads Clock In Selected or Clock Out Selected by tab. There is no right-click menu on the All Clients tab. |
Dialog Components
Add Client
Opens from Add Client. Before it opens, an employee must be selected ("Please select an employee") and a facility must be chosen ("Please select a Facility").
| Field | Purpose |
|---|---|
| Client | Client to add. Type to search; suggestions come from AlayaCare. |
| Service | One of the client's active services in AlayaCare. Required: "Please select a service" is shown otherwise. |
Click Ok to add the client to the selected session time, or Cancel to close. If the client is already listed for the session time with the same service, "Client already exists with this service" is shown. On success the client appears in the grid and "Client successfully added" is shown; otherwise "Error adding client" is shown.
Service Instructions
Opens from the notes icon in Manage Records. A Service Instructions box holds the instructions saved on the visit. The title and buttons depend on the tab.
| Tab | Title | Buttons |
|---|---|---|
| Clock In | Clock In With Service Instructions | Clock In, Save, Cancel |
| Clock Out | Clock Out With Service Instructions | Clock Out, Save, Cancel |
| All Clients | Edit Service Instructions | Save, Cancel |
Save saves the instructions only. Clock In or Clock Out saves any change to the instructions and then clocks the client in or out. If AlayaCare rejects the update, "Visit Update Failed in Alayacare" is shown and nothing else happens.
Cancel Code
Opens after you confirm a cancel ("Are you sure you want to cancel this client?" for one client, or "Are you sure you want to cancel the selected clients?"). Choose a code in Select A Cancel Code and click Ok. The codes offered are those set up for this screen. A cancelled client is removed from the grid. A client who has already been clocked in or out cannot be cancelled ("Client cannot be cancelled").
Results
Opens after Clock In Selected when any client could not be clocked in. Close it to refresh the grid.
| Column | Description |
|---|---|
| Conflict Visit Id | AlayaCare visit where the employee already has an open session, for a conflict. |
| Date/Time | Start of that conflicting visit, in your time zone. |
| Name | Client the clock in was for. |
| Employee | Employee on the visit. |
| Service | Service code of the visit. |
| Success | Whether the client was clocked in. Only failures are listed. |
| Error Type | Conflict (the employee already has an open session with the same client and service), UpdateEmployee (the employee could not be assigned to the visit), Create (the clock in was refused), or Exception (an unexpected error). |
| Error Message | Description of the problem. |
| Manage Records | Clock icon, shown for a conflict whose open session can still be clocked out. |
Click the clock icon (or right-click the row and choose Clock Out) and confirm "Are you sure you want to clock out this session?" to clock out the employee's open session on the other visit. The row is removed when this succeeds.
Clients Not Deleted
Opens after Delete Selected when some visits could not be deleted. It lists Name, Service, Status, and Service Instructions for each, with a Close button.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Branches | Branches offered in the Branch box. |
| Cancel Codes | Cancel codes offered in the Cancel Code dialog, set up for this screen. |
| Facilities | Facility time zone, used to work out the day's start and end and the visit time when clocking in or out. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Apply
- Requires a facility. Locks the filters and shows a progress panel.
- Works out the start and end of the chosen date in the facility's time zone.
- Loads the facility's visits from AlayaCare for that day, leaving out cancelled visits and non-visit calendar entries.
- For each visit, loads the visit detail for its service instructions and its work sessions. A client with an open session is treated as clocked in, and one with only closed sessions is treated as clocked out.
- Builds the session time buttons from the distinct visit times, selects the first one, and shows the grid. If no clients are found, "No Clients found for facility" is shown.
Clock In Selected
- Requires an employee and at least one ticked client. A progress panel with a message list is shown.
- For each client, works out the clock in time: the visit start time, or the current time to the minute.
- Checks AlayaCare for an open session for the employee with the same client and service. If one exists, the client is listed in Results as a Conflict and skipped.
- Assigns the employee to the visit, sending the update overrides from the settings. If this fails, the client is listed as UpdateEmployee.
- Clocks the client in. If this is refused, the client is listed as Create.
- When Visit Start Time is chosen, edits the new session so its start time matches the visit start time.
- When Write Audit Visit Note is on, adds a note to the visit naming the signed-in user.
- Shows Results if any client failed; otherwise refreshes the grid.
Clock Out Selected
- Shows a progress panel with a message list.
- For each client, works out the clock out time: the visit end time, or the current time to the minute.
- Clocks out the client's open session in AlayaCare and marks the client Clocked Out. A failure adds a message to the list.
- When Write Audit Visit Note is on, adds a note to the visit naming the signed-in user.
- Shows "Clients Clocked Out", or "One or multiple errors clocking out" if any failed, and refreshes the grid.
Clock In / Clock Out (one client)
Follows the same steps as the selected versions for a single client. Problems are shown as messages instead of in Results: "Please select an employee" when none is chosen, a warning when the employee already has an open session with that client, and the AlayaCare message when the employee cannot be assigned. The result is "Client Clocked In" or "Client Clocked Out" on success, and "Client Clock In Failed" or "Error Clocking Out" otherwise.
Delete Selected
- Asks "Are you sure you want to delete the selected clients?". One client asks "Are you sure you want to delete this client?".
- For each ticked client, deletes the visit in AlayaCare. Only clients not yet clocked in can be deleted.
- Removes deleted clients from the grid. Failures are listed in Clients Not Deleted.
- Shows "Clients deleted", or "One or more clients could not be deleted".
Cancel Selected
- Asks for confirmation, then for a cancel code.
- For each ticked client, cancels the visit in AlayaCare with the chosen code and removes the client from the grid.
- Shows "Clients cancelled", or "one or more errors canceling clients".