Schedule Reports
Executive Summary
Schedule Reports produces printable or Excel schedules built from visits in AlayaCare. Staff pick a branch and a published report template, choose who or what the schedule is for (facilities, or employees), and enter a date range. The system loads the visits for that range from AlayaCare, gathers the extra information each template column asks for (client details, service, notes, contacts, interventions, clock-in and clock-out data, and more), and creates one file per facility or employee per day, or a single consolidated Excel workbook. Each run is listed on the main page, and opening a run shows the files it created, which can be downloaded one at a time or, for PDF templates, printed together as one PDF.
Key Features
- Choose a branch (when the user is allowed to work across branches) and a published report template
- Facility templates: select one or more facilities, optionally narrowed by group
- Employee templates: select a single employee by name search, employees whose names include some text, the vacant employee only, or multiple employees chosen by department and group
- Report any date range; PDF or Excel output is determined by the template
- Optionally consolidate Excel output into one workbook and one sheet
- Columns are defined by the template and can include visit, client, service, employee, contact, care plan, risk, medical history, notes and clock-in or clock-out information
- Cancel a running report; cancelled runs are marked with the cancel time
- Review earlier runs, filter by branch, open a run to see its files, download any file, and print all PDFs together
Typical Workflow
- Confirm the Branch shown at the top right (users with the All Branches permission can change it to filter the list).
- Click Start A New Report.
- Choose a Branch and a Template. The fields that follow depend on the template.
- For a facility template, choose Groups (optional) and one or more Facilities. For an employee template, choose Employee Selection and fill in the fields that appear.
- Choose the date range in Choose a Range. For Excel templates, tick Consolidate output into a single workbook and sheet if one file is wanted.
- Click Ok. A progress panel shows the facilities or employees and visits being processed. It can be cancelled.
- When processing finishes, the run opens automatically. Click the download icon on a row to download that file, or click Print All (PDF templates only) to download one combined PDF.
- Click Close to return to the list.
Report Output
The output format is set by the template.
- PDF template. One PDF per facility or employee per day in the range, headed with the template name and the day, the facility or employee name, and the date and time the report was run, with the agency name and logo. Each PDF lists the visits for that day with the template's columns.
- Excel template, not consolidated. One workbook per facility or employee per day. The Home sheet has the agency name, the template name and day, the facility or employee name, optionally the names of all employees on the visits (when the template is set to include them), then the column headings and one row per visit.
- Excel template, consolidated. One workbook, with the Home sheet listing every visit for the whole range, with a Facility or Employee column and a Date column ahead of the template's columns.
Files are created when Ok is clicked and saved with the run. They are not downloaded automatically. File name patterns are Schedule_{facility or employee name}{date}{timestamp} (.pdf or .xlsx) and Schedule_Consolidated_{timestamp}.xlsx. Cancelled visits are left out. Visits are ordered by the template's setting (by start time or by client name).
Report Contents
Each column on the report is one of the content types below, chosen when the template is set up. Times are shown in the report's time zone (the branch time zone).
| Content | How it is determined |
|---|---|
| Visit ID | The AlayaCare visit ID. |
| Scheduled Start Time / Scheduled End Time | Scheduled start and end of the visit (hours and minutes). |
| Scheduled Start Date / Scheduled End Date | Scheduled start and end date of the visit. |
| Duration | Scheduled length of the visit in minutes (a number in Excel). |
| Clocked In Time / Clocked Out Time | Time the first work session of the visit was clocked in or out. Clocked-out time appears only once the session is complete. |
| Clocked Duration | Minutes between clock-in and clock-out of the first work session, once it is complete. |
| Clocked In Distance / Clocked Out Distance | Distance measured from the client's location when the first work session was clocked in or out, once it is complete. |
| Employee Name On Visit | The employee assigned to the visit. |
| Employee Groups | The groups the assigned employee belongs to. |
| Employee Form Context Field On Visit | A chosen custom field from the assigned employee's record, or a combination of fields using the template's formula. |
| Visit Service Code | The visit's service code. |
| Visit Service Instructions | The service instructions on the visit. |
| Visit Tags | The visit's tags, without the "visit:" prefix. |
| Visit Activity Codes | The visit's activity codes. |
| Visit Notes | The notes entered on the visit, joined with commas. |
| Visit Address / Visit Address 2 / Visit City / Visit Zip | The address where the visit takes place, from the service location or the client. |
| Facility Name / Facility Address | The facility of the visit (or the facility itself for facility visits), and its address. |
| Visit Interventions / Visit Interventions (With Description) | The client's per-visit care plan interventions plus any interventions added to the visit. The second form adds each description. |
| Care Plan Interventions | All interventions on the client's most recent active care plan. |
| Service Start Date / Service Planned End Date / Service Discharge Date | Dates from the client's service. |
| Service Form Context Field | A chosen custom field from the service, or a combination of fields using the template's formula. |
| Form Context Field | A chosen custom field from the client's record, or a combination of fields using the template's formula. |
| Tags | The client's tags of the integration tag type chosen for the column. |
| Care Provider Note | The newest (or all) care provider notes of the subject chosen for the column. |
| Care Provider Notes | All the client's care provider notes. |
| Progress Notes | The client's progress notes of the note type chosen for the column, excluding hidden notes. |
| Client Risk Category | The client's risks in the category chosen for the column, with severity. |
| Medical History | Current medical history, past medical history, recent hospitalizations, infectious diseases or allergies, as chosen for the column. |
| Contact Name / Contact Relationship / Contact Phone Number | The client's active contacts who are not emergency contacts. |
| Emergency Contact Name / Relationship / Phone Number | The client's active emergency contacts. |
| None | A blank column. |
Client-level contents (contacts, care provider notes) are shown for client visits only. Contact columns are filled only when the client has care provider notes on record in AlayaCare.
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, or all branches, in the branch selectors. Users without it are limited to their own branch. |
Main Grid
Lists the runs for the selected branch, newest first (14 rows per page). The first five columns stay in place when scrolling sideways. The listing can be limited with the Branch selector at the top right of the page.
| Column | Description |
|---|---|
| ID | Run number (numbered within the year). |
| Branch | Branch the run was for. |
| Added | Date and time the run was started, in the user's time zone. |
| Added By | User who started the run. |
| Template | The report template used. |
| Selection Method | How employees were selected (employee templates). |
| Departments | Departments chosen for a Multiple Employees selection. |
| Groups | Groups chosen for a Multiple Employees selection. |
| Employee Name Includes | Text used for an Employee Name Includes selection. |
| Single Employee | The employee chosen by name search. |
| Target | Output type of the template (PDF or Excel). |
| Timezone | Time zone the dates and times were calculated in. |
| From | First date of the range. |
| To | Last date of the range. |
| Processing Start | When processing began. |
| Processing End | When processing finished. |
| Duration | How long processing took. |
| Cancelled | When the run was cancelled, if it was. |
| Manage Records | An edit icon that opens the run. |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Branch (top right) | Limits the list to the chosen branch. Users with the All Branches permission can also choose all branches. For other users the branch is fixed. |
The list refreshes as soon as the branch is changed.
Actions
| Button | Description |
|---|---|
| Start A New Report | Opens the Start A New Report dialog. |
| Edit (icon on a row, or right-click a row) | Opens the run to show its files. |
Dialog Components
Start A New Report
Opens from Start A New Report. Fields shown depend on the template chosen.
| Field | Purpose |
|---|---|
| Branch | The branch the report is for. Shown as a read-only branch when the user is limited to one branch. |
| Template | A published report template. Choosing it decides whether the report is by facility or by employee, and whether the output is PDF or Excel. |
| Groups (facility templates) | Narrows the Facilities list to facilities in the selected groups. |
| Facilities (facility templates) | The facilities to report on. Choose Select All for every facility listed. |
| Employee Selection (employee templates) | How employees are chosen: Employee Name Autocomplete, Employee Name Includes, Vacant Employee Only or Multiple Employees. |
| Employee (Employee Name Autocomplete) | Search for a single employee. |
| Employee Name Includes | Text that must appear in the employee's name. |
| Departments (Multiple Employees) | Employee departments to include. |
| Groups (Multiple Employees) | Employee groups to include. When neither departments nor groups are chosen, all employees with visits in the range are included. |
| Choose a Range | The first and last date of the report. |
| Consolidate output into a single workbook and sheet | Shown for Excel templates only. Produces one workbook for the whole range instead of one per facility or employee per day. |
Click Ok to start. A warning is shown if no branch ("Please select a branch") or template ("Please select a template") is chosen, an employee is not selected ("Please select an employee"), the name text is empty ("Please enter a valid selection"), no facility is selected ("Please select at least one facility"), or the date range is missing ("Please select a valid date range").
Schedule Report
Opens from the main grid, and automatically when a new report finishes. It shows read-only details of the run: ID, Target, From, To, Branch, Timezone, Select Employees, the matching Includes, Single Employee, Departments and Groups values, Processing Start, Processing End, Duration and Template. Click Close to return to the list.
Print All appears for PDF templates. It merges every PDF in the run into one PDF, named {template name}_{run ID}.pdf, and downloads it.
Grid
Lists the files created by the run, in name order (12 rows per page).
| Column | Description |
|---|---|
| Name | The facility or employee the file is for, or "Consolidated". |
| Date | The day the file covers (the first day of the range for a consolidated file). |
| Filename | Name of the file. |
| Last Download | When the file was last downloaded, in the user's time zone. |
| Download By | User who last downloaded it. |
| Actions | A download icon. |
Grid Actions
| Button | Description |
|---|---|
| Download (icon on a row) | Records the download (date and user) and downloads the file. |
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Agency logo (connection settings) | Logo printed on PDF reports. |
| Branches | Branches offered in the branch selectors, with their time zones. |
| Departments | Departments offered for a Multiple Employees selection. |
| Facilities | Facilities offered for facility templates, with their groups and addresses. |
| Form Context Fields | Names of the custom fields used by template columns and formulas. |
| Groups | Groups offered for facility templates. |
| Schedule Report Templates | The published templates offered in Template. Also covers its schedule report template details: the columns of each template. |
| Tags | Tag types used by the Tags content. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Ok (Start A New Report)
- Checks the selections and signs in to AlayaCare. The dialog closes and a progress panel opens that can be cancelled.
- Creates the run record with the user, start time, template, branch, employee selection and date range.
- Switches AlayaCare to the chosen branch for the duration of the run.
- Works out the start and end of the date range in the report's time zone, and loads the template's columns.
- For a facility template, loads each selected facility's visits for the range, in facility-name order. For an employee template, works out the employees from the selection (the employee, the name text, the vacant employee, or the employees in the chosen departments and groups), loads their visits for the range, and keeps only visits with an assigned employee.
- Without consolidation, processes each facility or employee, one day at a time. With consolidation, gathers the visits of every facility or employee into one set.
- Leaves out cancelled visits. For every other visit, loads the visit, its client, its service and (for client visits) the client's contacts, in parallel, and the facility name when there is one.
- Orders the visits as the template specifies, then writes one row per visit. Each column's value is worked out as described under Report Contents.
- Without consolidation, saves one PDF or Excel file per facility or employee per day, with the facility or employee and the date. With consolidation, saves a single workbook. Days with no visits produce no file.
- If cancelled at any point, stops, records the cancel time and end time on the run, and ends. Otherwise records the end time and duration.
- Switches AlayaCare back to the default branch, refreshes the list and opens the run.
Print All
- Available for PDF templates, from the run's page.
- Merges every PDF in the run into one PDF, in name order, and downloads it.