Auto Approval of Bookings Rules
Staff Attendance Approval
Whenever a staff checks-in and checks-out in a booking, several factors will decide whether the staff attendance will get approved automatically or will needs to undergo manual review and approval process. These factors include:
- Check-in time - the time when the staff starts to work for the booking
- Visit duration - the time computed between the check-in time and checkout time
- Location - the computed GPS location when the staff checks-in
In a perfect world, staff should check-in and checkout at the exact times stated in the booking, at the exact address. But this rarely happen in real life and that's why CareVision provides billing tolerances. If the staff checked in and out records falls within these tolerances, the timesheet will be automatically approved for that booking.
How to Set Tolerances
By default, the check-in time and the duration tolerance is set to zero. These can be adjusted by setting this up in the associated Billing Category of the booking. If the billing category is a "Time Category" type, there's a section for tolerances where you can set the maximum allowable check-in time slippage in minutes (Start Time Tolerance). You can also adjust percentage of the acceptable difference in the staff's length of stay (Duration Tolerance).
On the other hand, the location distance has a default tolerance of 100 meters and as of this moment, there's no way to adjust or modify this. However, this check can be bypassed by enabling the "Ignore Location Timesheet Auto-Approval" in the organization's General Config section.
As an example, let say you have a booking scheduled from 9am-10am located at the client's address. The booking is associated into a billing category with 10 minutes start time tolerance and 10% duration tolerance. This means that you need to check-in between 8:50am to 9:10am, while you're at most 100 meters away from client's home. You are also required to stay between 54 to 66 minutes (10% of 60 minutes) on the client's place. Let say you come a little late and checked-in at 9:10am. Then you are required check-out between 10:04 to 10:16am to cover the required duration. Failing to meet these criteria will put your attendance record for that booking under service review.
Approval Process for Attendance
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