Transportation Sheets

Executive Summary

Transportation Sheets produces printable driver sheets for transportation visits. Supervisors choose a branch, a range of dates and which employees to include. The system reads the scheduled transportation visits from AlayaCare and creates one PDF sheet for each employee and day. The sheet lists each trip with pickup and appointment times, pickup and destination addresses, client phone numbers, mobility information and other visit details that are switched on in the page settings. Every report is kept as a job, and the job can be reopened to download individual sheets or to print them all as one combined PDF.

Key Features

Start a report for a branch, a date range and an employee selection: one employee, employees whose name includes some text, the vacant employee only, or several employees chosen by department and group
Optionally include the vacant (unassigned) employee when selecting multiple employees
Only visits whose service code is set up as a transportation service are included, and cancelled visits are skipped
Create one PDF per employee per service day, using the employee's own time zone
Review earlier jobs with their status, number of PDFs created and processing times
Open a job to filter the sheets by worker name, download one PDF, or print all the sheets as a single PDF
Choose in the page settings which visit details print on the sheet (premiums, notes, activity codes, skills, tags, risks, mobility, facility, service instructions, address directions and more)

Typical Workflow

Choose the Branch at the top of the page (all branches is available when permitted).
Click Start A New Report, choose the branch, the Employee Selection, the employee details that selection asks for, and a date range, then click Ok.
Wait while the sheets are created. The progress panel can be cancelled.
When processing finishes, the job opens automatically. Filter by worker name if needed, then click Print All or download a single PDF with the Download PDF icon.
To come back to the job later, use Edit on its row in the list.

Report Output

Each worker and service day produces a PDF named TransportationSheets_{employee name}{service date}.pdf (characters that are not allowed in file names are replaced with a dash). The PDFs are stored with the job. Print All merges every stored PDF of the job into one file named TransportationSheets{job number}.pdf, and the Download PDF icon on a row downloads that sheet by itself.

Report Contents

Content	How it is determined
Title	The agency name followed by "Transportation Sheet".
Date range and date printed	The dates chosen when the report was started, and the date and time the sheets were created.
Employee	The employee's AlayaCare ID and name. The vacant employee is shown as "Vacant Employee".
Client list	The distinct clients on that employee's trips for the day, with client number, name, address, city, main, personal and other phone numbers and mobility.
Day and trips	The calendar day in the employee's time zone, with the first and last pickup times. Each trip is numbered in start-time order.
Client	The client's last name, first name and AlayaCare client ID.
Start time	The visit start time. Its heading is the Label for Start Time setting (default "Pickup Time").
End time	The visit end time, shown when the end-time setting is on. Its heading is the Label for End Time setting (default "End Time").
Duration	Minutes between the visit start and end, shown as hours and minutes when the duration setting is on.
Appointment time and return time	For a trip whose service is marked as an appointment segment, the appointment time is the visit end time and the return time is the start time of its linked service on the same day, when there is one.
Pickup and destination	Taken from the pickup and destination details stored on the service (location type, address, city and name). Home shows "[Home]"; a common or other location shows its name in brackets. When the service has no segment details, the service address is shown as the trip address.
Service name and service code	The service on the visit. The service name prints when the service-name setting is on.
Service instructions	The visit's service instructions, when that setting is on.
Facility	The visit's facility, when that setting is on.
Address directions	The client's address directions, when the setting is on and an address directions tag is configured.
Phone numbers	Main, personal and other phone numbers from the client's tags configured for those phones.
Mobility	From the client's mobility tag. When Use Service Tags For Mobility is on, from the service tag field instead. When Use Client Risk for Mobility is on, from the General risks on the client's latest risk assessment.
Care provider note	The most recent care provider note on the client whose subject matches the configured subject, when that setting is on.
Premiums	The premium codes and quantities on the visit, when that setting is on.
Activity codes	The visit's activity codes and descriptions, when that setting is on.
Visit notes	The visit's notes, when that setting is on.
Skills	The visit's skills, when that setting is on.
Tags	The visit's tags, when that setting is on.
Risks	The client's risks from the latest risk assessment, grouped by the categories (Environment, Pets, General, Infectious Diseases, Allergy) that are switched on.

Configurable Settings

Open View Settings or Edit Settings from this screen (when permitted) to change these options. The labels below were not visible in the page itself because they come from the configuration tables; they are taken from the earlier documentation for this page.

Group	Setting	Type	Purpose
General	Contact FCF tag value for Mobility	Text	Form-context tag used to read the client's mobility.
General	Include Visit Premiums	Yes/No	Includes visit premiums on the sheet.
General	Print Visit Notes On Transportation Sheet	Yes/No	Prints visit notes on the sheet.
General	Print Visit Activity Codes On Transportation Sheet	Yes/No	Prints visit activity codes on the sheet.
General	Include Visit Tags On Transportation Sheet	Yes/No	Includes visit tags on the sheet.
General	Include Visit Skills On Transportation Sheet	Yes/No	Includes visit skills on the sheet.
General	Print Service Name On Transportation Sheet	Yes/No	Prints the service name on the sheet.
General	Include End Time On Transportation Sheet	Yes/No	Includes the visit end time on the sheet.
General	Include Duration On Transportation Sheet	Yes/No	Includes the visit duration on the sheet.
General	Use Client Risk for Mobility	Yes/No	Uses the client's General risks as the mobility information.
General	Include Visit Facility	Yes/No	Includes the visit's facility on the sheet.
General	Include Address Direction Lines	Yes/No	Includes the client's address directions on the sheet.
General	Label for Start Time	Text	Heading used for the start time on the sheet.
General	Label for End Time	Text	Heading used for the end time on the sheet.
General	Include Risk Category (Environment)	Yes/No	Includes Environment risks on the sheet.
General	Include Risk Category (Pets)	Yes/No	Includes Pets risks on the sheet.
General	Include Risk Category (General)	Yes/No	Includes General risks on the sheet.
General	Include Risk Category (Infectious Diseases)	Yes/No	Includes Infectious Diseases risks on the sheet.
General	Include Risk Category (Allergy)	Yes/No	Includes Allergy risks on the sheet.
General	Include Visit Service Instrictions	Yes/No	Includes the visit's service instructions on the sheet.
General	Use Service Tags For Mobility	Yes/No	Reads mobility from the service's tag instead of the client's tag.
General	Service Tag Form Context Field	Text	Service field used when service tags drive mobility.
General	Include Care Provider Note	Yes/No	Includes the client's care provider note on the sheet.
General	Care Provider Not Subject	Text	Subject of the care provider note to include.

The tags that identify the client's phone numbers and address directions are also set up outside this dialog.

Available Permissions

The following permissions are available to be assigned to AlayaCare Roles:

Attribute	What It Controls
View	Open the page, start reports and open or download sheets
Settings View	Open View Settings to see the page configuration
Settings Edit	Open Edit Settings and change the page configuration
All Branches	Choose "all branches" when listing jobs and start reports for any branch

Main Grid

Lists the transportation sheet jobs, newest first, 14 rows per page. The first seven columns stay in place when scrolling sideways.

Column	Description
ID	Job number.
Branch	Branch the job was run for.
Added	When the job was started, in your local time.
Added By	The user who started the job.
From	First date of the report.
To	Last date of the report.
Status	Underway, Completed or Cancelled.
Employee Type Selection	How employees were chosen, with "Include Vacant Employee" added when that was ticked.
PDFs Created	Number of sheets created.
Employee	The employee, when a single employee was chosen.
Departments	Departments chosen for multiple employees.
Groups	Groups chosen for multiple employees.
Employee Name Includes	The name text, when that selection was used.
Processing Start	When processing began.
Processing End	When processing finished.
Duration	Elapsed processing time.
Cancelled	When the job was cancelled, if it was.
Manage Records	An edit icon that opens the job.

Main Grid Filters

Filter	Purpose
Branch	Limits the list to one branch. The all-branches choice is available only with the All Branches permission. Changing it reloads the list.

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).
Edit (right-click a row, or edit icon)	Opens the job to download or print its sheets.

Dialog Components

Start A New Report

Opens from Start A New Report. Click Ok to create the job and start processing.

Field	Purpose
Branch	Branch the report is run for. Defaults to the branch chosen at the top of the page, otherwise your own branch.
Employee Selection	Employee Name Autocomplete (default), Employee Name Includes, Vacant Employee Only or Multiple Employees.
Employee	Shown for Employee Name Autocomplete. Search for and pick one employee in the branch.
Employee Name Includes	Shown for Employee Name Includes. Sheets are created for every employee whose name contains the text.
Departments	Shown for Multiple Employees. Pick one or more departments, or select all.
Groups	Shown for Multiple Employees. Pick one or more employee groups, or select all.
Include Vacant Employee	Shown for Multiple Employees. Also creates sheets for visits assigned to the vacant employee.
Choose a Range	The first and last service date.

Warnings you may see: "Please select a branch", "Please select an employee" and "Please enter a valid selection". Leaving both Departments and Groups empty with Multiple Employees selects every employee in the branch's schedule.

Transportation Sheets - Job

Opens from Edit on a job, and also opens by itself when a new report finishes. The top shows the job's From, To, Employee Type Selection, Employee, Employee Name Includes, Departments, Groups and Include Vacant Employee (read-only).

Job — Grid

Lists the sheets created for the job in worker-name order, 9 rows per page.

Column	Description
Worker Name	Employee on the sheet.
Date	Service date of the sheet.
File Name	Name of the PDF.
Actions	A Download PDF icon.

Job — Grid Filters

Filter	Purpose
Filter Name Includes	Limits the list to workers whose name contains the text (not case-sensitive).

Click Apply Filter to refresh the list. Use Clear Filter to reset it.

Job — Grid Actions

Button	Description
Print All	Merges all of the job's stored sheets into one PDF and downloads it. The name filter does not limit this.
Apply Filter	Applies the name filter.
Clear Filter	Clears the name filter.
Download PDF (row icon)	Downloads that worker's sheet.

Dependencies

The following tables must be configured for lookups on this view to work:

Table	Description
Branches	Branches offered in the branch selectors and used to limit the job list.
Departments	Departments offered when selecting multiple employees.
Service Codes	A visit is included only when its service code is set up with the service type Transportation.
Skills	Names of the visit skills printed on the sheet.

Processing Overviews

This section describes what happens after you confirm a processing action.

Start A New Report

Saves a new job with status Underway, then switches AlayaCare to the report's branch. If that fails, "Failed to switch branch context" is shown and processing stops.
Reads the page settings and the list of skills.
Downloads the visits from AlayaCare for the date range, widened by one day each side so employees in other time zones are covered. Which visits are downloaded depends on the selection:
- Employee Name Autocomplete: that employee's visits.
- Vacant Employee Only: the vacant employee's visits.
- Employee Name Includes: the visits of every employee whose name contains the text.
- Multiple Employees: the visits of the employees in the chosen departments and groups, plus the vacant employee when ticked. With no department or group chosen, all visits are downloaded and the vacant employee's visits are dropped unless Include Vacant Employee is ticked.
Drops cancelled visits and groups the rest by employee.
For each employee, loads the employee's details to find their name and time zone. If you cancel in the progress panel, the job is marked Cancelled with the cancel time.
For each day of the range, finds that employee's visits on that day in the employee's time zone. Days with no visits are skipped.
Keeps only visits whose service code is set up as a Transportation service.
For each kept visit, loads the visit and its service from AlayaCare, and once per client loads the client's details and risk assessment. Depending on the settings it also loads the visit's premiums and the client's care provider notes.
Builds the trip: times, pickup and destination, phone numbers, mobility, and the optional details turned on in the settings.
Saves the sheet and creates its PDF, stored with the job.
When all employees are done, records the number of PDFs, the end time and the duration, sets the status to Completed, switches AlayaCare back to the default branch, refreshes the list and opens the job.

Print All

Loads each stored sheet PDF of the job.
Merges them into one PDF and downloads it.