Time & Mileage Reports

In this article, we'll discuss each of the available reports in the Time & Mileage Reports section of Reporting - Time - Time & Mileage Reports.

Please note that the reports available to your company in Time & Mileage Reports may differ from the list below depending on which Time Tracking & Mileage Trackingsettings are enabled for your company. To learn more about enabling Time Tracking & Mileage Tracking for your company please visit the Time Tracking & Mileage Tracking help article.

Time Reports 

Billable Hours

This report determines how efficiently hourly staff are being 'billed' or scheduled where efficiency is:

( Total Time At Visits) / (Total Time Clocked In) = Efficiency

For example imagine John Doe who has a Time Shift from 12:00PM to 4:00PM and does visits from 12:00PM - 12:30PM, 1:00PM - 2:15PM and 3:00PM - 3:45PM. He was clocked into visits for 2.5 hours and thus his efficiency is:

2.5 hours / 4 hours = 62.5%

He also had a 'Travel Time' of 1.5 hours (the amount of time clocked in but not actively clocked into a visit).


Reliability

The Reliability report allows you to at a glance find staff that are habitually 'unreliable'. Reliability is scored across three factors:

Time & Mileage Report - View of Reliability categories

 "Late" - Starting a visit  X minutes or later after the scheduled start time.

 "Cut Short" - Visits that have a check-in/out duration of  X minutes or less then the scheduled duration.

 "Long" - Visits that have a check-in/out duration of  X minutes or greater then the scheduled duration.

Each of the  'X' can be customized before generating the report:

Time & Mileage Report - View of Reliability filters

A note about average times: The Summary report contains "Avg Time Late", "Avg Time Cut Short" and "Avg Time Too Long". This is an average of only visits that are considered by your 'X'. For example consider 3 visits that are late by 3 minutes, 6 minutes, and 8 minutes. If you consider visits late only if they arrive 5 minutes or later, the "Avg Time Late" is calculated as (6 + 8 minutes) / 2 = 7 minutes.

Time & Mileage Report - View of Reliability Summary

Scheduled Visits

This report provides a summary and detailed break down of all time worked by your staff in the supplied date range based on their scheduled (canceled visits are not included). There are four different methods to determine the time for each visit:

Scheduled Time - This is the time that the visit is actually scheduled for on the calendar. For example, an event scheduled from 10:30AM to 10:50AM will contribute 20 minutes to the report.

Service Default Duration - The default duration for the primary service on each scheduled event will be used. For example, an event scheduled from 10:30AM to 10:50AM whose primary service has a default duration of 30 minutes will contribute 30 minutes to the report, not 20.

Mobile App Timer - The mobile app timer is based on the "Mobile App Timer" setting for each service in the Services List. The Time Report Mobile App Timer will give you the duration of the service no matter what (even if someone has edited the start/stop time.)

Event Check In/Out Times - The actual check-in and check-out data will be used to calculate the duration. An event with no check-in/check-out data will count as 0 minutes. Check In/Check out time report will give you a total from just the check in/check out and if you have edited the time, we'll use that edited time. Check In/Out time would be the actual times the timer was started and stopped (or if someone edited the start or stop time, the times they were edited to). 

The generated report will include totals for each of your Staff as well as a full breakdown of each event that was included in the report.

Time Off

This report provides a tabular view of all Time Off from staff in the supplied date range.

Time & Mileage Report - Time Off Report

Time Shifts

The Time Shifts report includes a breakdown of all hourly time tracking captured over any date range.

Time and Mileage Tracking - Time Shifts Reporting

To generate this report, just set your date range and click the "Run" button.

Time and Mileage Tracking - Select date from filter and click Run

Time To Pet will show you a summary of all staff members that had data for that period in the "Summary" section.

Time and Mileage Tracking - Summary section of Reporting

The raw data (each individual shift) will be shown in the "Source" section. You can also edit individual shifts here. Just click the "Edit" button next to each shift.

Time and Mileage Tracking - Editing the report

When editing a shift, you can adjust the clock in date, the clock in time, the clock out date, the clock out time, and the optional note. You can also delete this data source if needed.

Time and Mileage Tracking - Editing a shift screen

All of the time shift data can also be downloaded to a CSV file (a common spreadsheet file). This report includes the staff member name, their clock in data, their clock out data, the duration in hours, the duration in minutes, and a combination of duration in hours and minutes. This data export can be used to process payroll via your payroll processor of choice.

Mileage

Mileage By Date

The Mileage By Date report includes a breakdown of all mileage tracking data captured over any date range.

Time and Mileage Tracking - Mileage By Date report

To generate this report, just set your date range and click the "Run" button.

Time and Mileage Tracking - Select the Date from the filter and click the Run button

Time To Pet will show you a summary of all staff members that had data for that period in the "Summary" section.

Time and Mileage Tracking - Staff member summary

The raw data (each individual data source of mileage tracking) will be shown in the "Source" section. You can also edit individual sources of data here. Just click the "Edit" button next to each shift.

Time and Mileage Tracking - Select Edit to edit the report data

When editing a mileage tracking data source, you can adjust the start/stop odometer readings, the recorded at dates, the recorded at times, and the optional note. You can also delete this data source if needed.

Time and Mileage Tracking - Adjusting the data

All of the mileage tracking data can also be downloaded to a CSV file (a common spreadsheet file). This report includes the staff member name, their start mileage data, their end mileage data, and the distance data. This data export can be used to process payroll via your payroll processor of choice.

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