Timesheet Forms
Executive Summary
Timesheet Forms is the back-office console for the caregiver timesheet (time and activity) forms. For each caregiver, client and service type in a timesheet week there is one form that lists the completed visits, the activities performed and the signatures of the caregiver and the client (or the client's responsible party). Staff use this screen to find forms by year, cycle, week, status, name or identifier, see where each form is in the signing process, open a form to review its visits, signatures and history, send or resend signature requests, refresh the form's visits and identifiers from AlayaCare, mark a recipient as unable to sign, or reject a form so the caregiver can sign it again. Completed forms can be downloaded individually, as a zip of PDFs, or merged into a single PDF for printing, and the list can be exported to Excel. The screen integrates with AlayaCare to read visits, clients and employees, and to maintain the visit tags that show a visit's signatures have been acquired.
Key Features
- Filter forms by year, cycle, week, status, back office status, caregiver, client, UMPI, member number, form ID, service and unable-to-sign status
- See each form's status (including the reason a form is still Pending), visit date range and when it was last printed
- Open a form to review its identifiers, recipient stay, visit summary and detail, signatures, and a full history of actions
- View the generated form as a PDF, and regenerate a completed form
- Refresh a form's visits from AlayaCare while it is still Pending or waiting for the caregiver's signature
- Refresh a form's identifiers (UMPI and member number) and its list of signing parties from AlayaCare
- Send, resend and copy the signing link for the client or responsible party
- Mark a recipient as unable to sign, which completes the form
- Reject a form, clearing its signatures so the caregiver must sign again
- Download one form's PDF, a zip of PDFs for all listed forms, or one merged PDF of completed forms
- Change the back office status of a form and add review notes
- Export the listed forms to Excel
- Open the client or the employee directly in AlayaCare, and launch the caregiver's own timesheet view
Typical Workflow
- Choose the Year, Cycle and Select a week, then click Apply Filter to load the forms for that week. Add other filters (for example Status) to narrow the list.
- Check the Status column. Forms that are Pending show the reason in brackets, for example a visit that is not completed yet.
- Right-click a form and choose Edit to open it. Review the visits, signatures and history.
- If the form's visits have changed in AlayaCare, click Refresh Form Visits. If a UMPI or member number was missing, update the profile in AlayaCare and click Refresh Form Identifiers.
- For forms waiting on the client or responsible party, use Send Signature Request, Resend Signature Request or Copy Link To Clipboard in the signature section.
- When a form is complete, click View Form to see the PDF, or use the PDF icon in the grid to download it.
- To print a batch, filter the list and click Print Selected Forms, or Download Selected Forms for a zip file. Use Export for an Excel list.
Report Output
The timesheet form is a PDF produced from the Time and Activity report layout. It is generated when View Form is clicked on a form that is not yet complete, after identifiers are refreshed, when a completed form is regenerated, and when a recipient is marked unable to sign. The PDF is saved with the form. The PDF icon in the grid downloads the saved PDF (the completed version when there is one), and is named {Employee last}{Employee first}_Client{Client last}{Client first}_Service{service}{year}{period}{week}{sequence}_{form ID}.pdf. If no PDF has been generated yet, "Form not available yet" is shown.
Report Contents
| Content | How it is determined |
|---|---|
| Agency name, address, phone, fax | Taken from the tenant settings. |
| Services | The form's service type. |
| Form ID | The form's identifier for the year. |
| Recipient name / Employee name | Full names once the form is complete or the recipient is unable to sign. Until then the names are partly masked. |
| Recipient member number (PMI) / Employee UMPI | The values stored on the form (see Form Identifiers). |
| Stay information | Recipient stay dates and location, when present. |
| Day columns | One column for each day of the form's week, showing the date, weekday and the total time for that day, or an X when there were no visits that day. |
| Ratio, Shared location, Time in, Time out, Activities | One entry per visit for the day. The ratio comes from the visit's service code; shared location shows No for 1:1 visits and otherwise Community or Home depending on whether the configured shared-location activity was performed; the times are the form start and end for the visit; the activities are the completed interventions translated to the activity names. |
| Total minutes 1:1 / 1:2 / 1:3 | Total visit time for each ratio, shown only when there is time for that ratio. |
| Signatures | The caregiver and client signature images and the date and time each was received. When the recipient is unable to sign, the form says "Recipient Unable To Sign" with the reason and date. |
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
| Reject Form | Use Reject Form in the form dialog |
| Refresh Form Identifiers | Use Refresh Form Identifiers in the form dialog |
| Recipient Unable To Sign | Use Unable To Sign in the form dialog |
| Refresh Signature List | Use Refresh Signature List in the form dialog |
| Send Signature Request | Use Send Signature Request and Resend Signature Request in the form dialog |
| Refresh Form Visits | Use Refresh Form Visits in the form dialog |
Main Grid
The grid lists the forms that match the filters (12 rows per page), ordered by client name.
| Column | Description |
|---|---|
| Year | Timesheet year. |
| Period | Timesheet period number. |
| Week | Week within the period. |
| Seq# | Sequence number of the form. |
| ID | Form ID. |
| Employee | Caregiver name. |
| UMPI | Caregiver's UMPI. |
| Client | Client name. |
| Member Number | Client's member number (or date of birth, depending on how the tenant is set up). |
| Service | Timesheet service type. |
| Visits From / Visits To | First and last day of the visits on the form. |
| Status | Where the form is in the process. Pending forms show the reason in brackets. |
| Unable To Sign | Ticked when the recipient has been marked unable to sign. |
| Last Printed | Date the form was last included in Print Selected Forms. |
| Actions | Download PDF icon. |
Status values: Pending, Waiting For Caregiver Signature, Waiting For Responsible Party Signature, Waiting For Client Signature, Complete and Cancelled.
Main Grid Filters
| Filter | Purpose |
|---|---|
| Year | Year of the forms to show. |
| Employee Name Includes | Limits to caregivers whose name contains the text. |
| Client Name Includes | Limits to clients whose name contains the text. |
| Status | Limits to a form status. Incomplete shows every form that is not Complete. |
| Caregiver To Find | Caregiver search used only by Launch Caregiver View. |
| Cycle | Timesheet cycle. Pre-selected when the tenant uses a single global cycle. |
| UMPI Includes | Limits to forms whose UMPI contains the text. |
| Member Number Includes | Limits to forms whose member number contains the text. |
| Back Office Status | All, In Progress or Complete. |
| Select a week | A week of the chosen cycle (weeks that have not started are not offered), or All Periods. Defaults to the current week. |
| UMPI Status | Missing shows forms with no UMPI. |
| Member Number Status | Missing shows forms with no member number. |
| Service(s) | One or more service types. |
| ID Includes | Limits to forms whose ID contains the text. |
| Unable To Sign Status | Unable To Sign shows only forms where the recipient could not sign. |
Click Apply Filter to refresh the list. Use Clear Filter to reset filters.
Actions
| Button | Description |
|---|---|
| Export | Exports the listed forms to Excel: year, period, week, sequence, employee, UMPI, client, member number, service, status, unable to sign, back office status, last edit and notes. |
| Launch Caregiver View | Opens the caregiver's own timesheet page in a new browser tab for the caregiver chosen in Caregiver To Find. A warning is shown if no caregiver with an email address is chosen. |
| Apply Filter | Reloads the forms for the selected cycle, year and week and applies all filters. |
| Clear Filter | Resets all filters. |
| Refresh List | Reloads the list with the current filters. |
| Download Selected Forms | Downloads a zip file with the PDF of every form currently listed that has one. |
| Print Selected Forms | Opens the Print Selection dialog. |
| Download PDF icon (Actions column) | Downloads the saved PDF of that form. |
| Edit (right-click a row) | Opens the form dialog. |
| Change Back Office Status (right-click a row) | Opens the Change Back Office Status dialog. |
The right-click menu also offers AutoFit, AutoFitAll and page navigation.
Dialog Components
Timesheet Form
Opens from Edit on the right-click menu. The header shows the form ID and when it was last printed. The top of the dialog shows the client and service, the caregiver, the visit date range, the recipient signing party type, and the status. Messages such as "Update Client Profile and refresh the form" appear when the signing party type or member number is missing.
| Button | Description |
|---|---|
| View Form | Shows the form as a PDF. Disabled while the form is Pending. When the form is not complete the PDF is regenerated first. |
| Regenerate Completed Form | Shown for Complete forms. Refreshes the identifiers and visits from AlayaCare, regenerates the completed PDF and shows it. |
| Reject Form | Shown unless the form is Pending or Waiting For Caregiver Signature. Requires the Reject Form permission. After confirmation, clears all signatures and PDFs and returns the form to Waiting For Caregiver Signature. |
| Open Client In Alayacare | Opens the client's scheduling page in AlayaCare in a new browser tab. |
| Open Employee In Alayacare | Opens the caregiver's schedule in AlayaCare in a new browser tab. |
Sections
This dialog has no tabs. Its content is organised in collapsible sections.
| Section | Purpose |
|---|---|
| Form Identifiers | Shows the Employee UMPI, Recipient Member Number and Form ID, with a warning count when an identifier is missing. Refresh Form Identifiers (shown unless the form is Cancelled or Complete, and requires the Refresh Form Identifiers permission) re-reads the identifiers from AlayaCare. |
| Recipient Stay | The recipient's stay From and To dates and Location. |
| Recipient Unable To Sign | Unable To Sign is available when the caregiver has already signed and the Recipient Unable To Sign permission is held. Once marked, shows the date and time, reason and comments. |
| Visit Summary | Total Visits, Signed By Client and Total Duration. |
| Visit Detail | Refresh Form Visits (shown unless Complete; enabled only for Pending or Waiting For Caregiver Signature forms and with the Refresh Form Visits permission), followed by each visit with its scheduled start, end and duration, clocked in, out and duration, verified in, out and duration, form start, end and duration, and the interventions (a "(x)" marks a completed intervention). |
| Employee Signature Detail | The caregiver's signature status and the date and time it was received, with View Signature. |
| Client / Responsible Party Signature | One block for the client and one for each responsible party, with name, status, email, type, request and received dates, and View Signature. For each party that has not signed: Send Signature Request, Copy Link To Clipboard and Resend Signature Request. Refresh Signature List re-reads the signing parties from AlayaCare. |
| History | A grid of every action on the form (6 rows per page) with Date/Time, Action, IP and User. |
Signature request buttons are enabled only when the caregiver has signed, the recipient has not signed and is not marked unable to sign, the party has an email address, the Send Signature Request permission is held, and a notification email account is configured. Send Signature Request is available until a request has been sent; Resend Signature Request is available afterwards. The email contains a link for the party to sign the form.
Unable To Sign
Opens from Unable To Sign in the Timesheet Form dialog.
| Field | Purpose |
|---|---|
| Reason | Deceased, Moved or Other. Required. |
| Comments | Free text. |
Click Ok to save. The form is marked Complete, the history records the change, and the completed PDF is generated and downloaded. Click Cancel to close.
Change Back Office Status
Opens from Change Back Office Status on the right-click menu.
| Field | Purpose |
|---|---|
| Back Office Status | In Progress or Complete. |
| Notes | Review notes. |
Click Save to store the status; the last edit user and date are recorded, and the completion user and date when the status is Complete. Click Cancel to close.
Print Selection
Opens from Print Selected Forms.
| Option | Purpose |
|---|---|
| All Selected | Include every listed form that has a completed PDF. |
| Unprinted Only | Include only forms that have never been printed. |
Click Print to build the merged PDF, which downloads automatically, or Cancel to close.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Email Accounts | The notification mailbox used to send signature requests. |
| PCA Activities | Translates completed interventions into the activity names printed on the form. |
| Service Codes | Provides each service code's timesheet service type and ratio. |
| Tags | Provides the names of the visit tags used for signatures acquired, ignore variance and excluded from timesheet. |
| Timesheet Cycles | Provides the cycles offered in Cycle. Also covers its timesheet cycle periods: provides the periods and weeks offered in Select a week. |
Other PCA timesheet options (for example the profile fields that hold the UMPI, member number and signing party, the signing link address and the notification email account) are maintained outside this page.
Processing Overviews
This section describes what happens after you confirm a processing action.
Refresh Form Visits
- The status of the form is checked. Only Pending and Waiting For Caregiver Signature forms are refreshed (a Complete form is refreshed only when it is regenerated). The visits already stored on the form are removed.
- The system looks up the caregiver's visits in AlayaCare for the form's week, keeps those for the form's client, and drops visits that already appear on another form in the same week.
- Each visit is read from AlayaCare. Cancelled visits are ignored, and only visits whose service code has a timesheet service type matching the form are kept.
- Visits that are not completed or approved are skipped and the form stays Pending with the reason. A visit whose clocked time differs from its scheduled time by more than the allowed variance is also skipped and tagged "excluded from timesheet" in AlayaCare, unless it carries the ignore-variance tag. A group with any visit that has not yet started is not processed.
- If no visits remain, the form is changed to Cancelled and the history records "Pending Status Changed to 'Cancelled' Due To No Visit Records Found".
- Otherwise the form's visits and their interventions are rebuilt, the form moves to Waiting For Caregiver Signature and the history is updated.
Refresh Form Identifiers and Refresh Signature List
- The caregiver and client are read from AlayaCare.
- The member number (or date of birth, depending on setup) and the UMPI are copied onto the form. A change in UMPI is recorded in the history.
- For Refresh Signature List, the form's signing parties (the client and any responsible parties) are rebuilt from the client's AlayaCare profile.
- The form PDF is regenerated and the dialog is reloaded.
Reject Form
- The history records "Timesheet marked as Rejected".
- The caregiver's and recipient's signatures, signature dates and the stored PDFs are cleared and the form returns to Waiting For Caregiver Signature. Each signing party's request date, signature and signed flag are cleared.
- For each visit on the form, the signature-acquired, ignore-variance and excluded-from-timesheet tags are removed in AlayaCare.
- The caregiver's week and period are set back to In Progress if any form in them is not complete.
Print Selected Forms
- Every listed form (or only the unprinted ones) that has a completed PDF is merged into one PDF, in sets of up to 400 forms per file.
- Each included form's Last Printed date is set.
- The PDF downloads automatically and the list is refreshed.