Employees Auto Logging Feature

In order to turn the auto logging feature on for a customer, you must toggle the feature on in Options through ProviderPro. It is a read-only setting that customers cannot change.

Agencies can set a staff permission group to Auto Log Only. If the staff has a staff permission group with this setting selected, they are not able to add worked time or unpaid breaks to the Hours graph in My Log and the Time Logging card disappears on the Home page.

To generate shifts with auto log details already set up when the schedule is generated, Scheduling Location Managers can set them up in the shift template.

There are two new Auto buttons at the bottom of the shift template Time Slot card. The button with the clock icon is used to set up worked time log entries. The button with the car icon is used to set up mileage log entries (miles only).

The auto log details associated with a previous shift or a shift template time slot appear in the shift when the schedule is copied or generated.

Schedule Managers can also add/edit time and mileage auto log entries for shifts.

Once the schedule is published, the auto log details become actual Time Tracking Log entries for the staff assigned to the slot as they occur in real time. The staff are not able to edit or void the log entries created by the auto log process. If the Auto Log Only setting in the staff’s staff permission group is set, they are not able to add worked time or unpaid break entries.

Complete the following steps to run the Auto Log wizard and create log entries:

1. Select the Auto Log option from the navigation menu.

   

2. Enter the shift cutoff date for the log entries you want to generate. Next, select the Create Logs button.

   

   A green message appears indicating the logs are being created. A blue message appears when the wizard finishes creating the log entries.

Complete the following steps to manage details of the time auto log:

1. Select the time Auto button or link (on the Shift Slot card header).

   Slots appear along with the associated detail blocks in the shift template time slot. The number of slots that appear is based on the minimum number of staff set in the shift template header or in the schedule shift slot (the number of slots that appear is based on the number of slots on the Slot card in the schedule).

   

2. Complete the log detail information for each block in each slot:

   

   • Slot 1 Block 1: The first time block for slot 1.

   • Begin Time: The time this block begins. (You cannot change this in the details. The blocks have to add up to the entire shift duration. To create a new block, split an existing block (Step 3).

   • End Time: The time this block ends. (You cannot change this in the details. The blocks have to add up to the entire shift duration. To create a new block, split an existing block (Step 3).

   • Type: The Data Collection Type for this block (Staff Time with Clients, Staff Time without Clients or Unpaid Break)

   • Select the correct Service Location or Payroll Cost Center (it defaults to the one that matches the current scheduling location), Service or Task, and if Time with Clients, the Clients that is present. You can also enter any notes as you would when entering a Time Tracking log entry.

3. Select the split icon at the top of the block to break it into two blocks. Continue this process until you have the number of blocks needed for this shift/slot.

   You can also select the Options menu to split the block in two.

   

4. Change the details of each of the blocks to be the correct type, service location/cost center, and service/task.

   • You can change the details on the right.

   • You can use the Options menu to the right of the Slot/Block list to copy, paste or clear the data for the selected block.

   • You can use the Options menu on the block itself to copy, paste or clear the data of that block.

5. To rearrange the order of the blocks:

   • Select the Options menu and select the Move Block Up option or the Move Block Down option.

     

   • Select the up or down arrow on the block itself.

     

   • Select the block and drag and drop it above or beneath another block(s).

     

6. To adjust the begin and end time of a block, select the block's white circle and drag it to the correct time. The block above it and below it automatically adjusts as well.

   

7. To change the interval of times on the left, select the correct offset value: 60, 30, or 15 minutes.

   

8. To remove a block, select the delete icon. The other shifts automatically fill in.

   

9. To delete all the blocks for all the slots, select the Delete All button.

   

10. Once you have the details set for all the blocks for all slots, you can select the Save button.

    

    The clock icon appears on the time slot indicating the time auto-log is set.

    

Complete the following steps to manage details of the client mileage (miles only) auto log:

1. Select the mileage Auto button (on the Shift Template Time Slot) or the link (on the Shift Slot card header).

   Information appears for mileage blocks or in the schedule shift slot. The number of slots that appear for mileage blocks is based on the minimum number of staff set in the shift template. The number of slots that appear for a schedule shift slot is based on the number of slots on the Slot card in the schedule.

2. Select the + Mileage link for the slot you want to add mileage to.

   

3. Complete log detail information for each mileage block.

   

   • Slot 1 Entry 1: The selected mileage block for Slot X.

   • Type: The Data Collection Type for this block (Client Mileage only)

   • Select the correct Service Location (it defaults to the one that matches the current scheduling location), Service, and the Clients that are being transported.

   • Select whether it is a personal or company vehicle.

   • Enter the number of miles to be driven.

   • Enter any notes as needed.

4. To change the log details of each of the blocks, you can:

   • Change the information in the fields on the block (Type, Miles, Vehicle Type etc.).

   • Use the Options (three dots) menu on the Auto Log card to copy, paste or clear data for the selected block.

     

   • Use the Options menu on the block itself to copy, paste, or clear the data of that block.

     

5. To remove a block, select the delete icon.

   

6. To delete all the blocks for all the slots, select the Delete All button.

   

7. When finished, select the Save button.

   

8. The car icon appears on the time slot indicating the mileage auto log is set.