How do I log kilometres driven including client and vehicle details?

Accurately tracking travel is essential for both client billing and staff reimbursements. In Platform for Care, you can log the kilometres travelled during a shift directly through the mobile app, ensuring that transport costs are captured in real-time.

1. Entering Kilometres During a Shift

You should record your travel distance as part of your shift finalisation process before you clock out.

1. Open your active shift in the Platform for Care mobile app.
2. Navigate to the Travel or Kilometres section (usually found within the shift details or completion screen).
3. Enter Distance: Type in the total number of kilometres travelled for the duration of that specific shift.
4. Specify Type: If prompted, select whether the travel was:
   • Client Transport: Transporting the client to a location (usually billable to the client).
   • Provider Travel: Travel between clients or to a service site (usually for staff reimbursement).
5. Save: Ensure the distance is saved before moving to the final clock-out screen.

2. Adding Vehicle Details (If Required)

If you are using a personal vehicle for work-related travel, your organisation may require you to link specific vehicle details for insurance and reimbursement compliance.

1. Go to your Employee Profile in the app.
2. Select the Vehicles or Compliance tab.
3. Add Vehicle: Enter the Make, Model, and Registration Number of your car.
4. Upload Documents: If required, upload a photo of your valid Comprehensive Insurance or Registration papers.
5. Approval: Note that some organisations require an administrator to verify these documents before travel reimbursements are processed.

3. Finalising Travel at Clock-Out

When you finish your shift, the app will present a summary of your entries.

1. Tap End Shift.
2. Review the Total Kilometres displayed on the summary screen.
3. If you forgot to add them earlier, you can typically edit the field here before the final submission.
4. Submit: Once submitted, these details are sent to the Timesheet Approval queue for manager review.

Troubleshooting Travel Logs

• Incorrect Distance: If you accidentally enter the wrong mileage and have already submitted the shift, you cannot edit it. You must contact your administrator to adjust the entry in the Timesheet Approval console.
• Missing Travel Tab: If you cannot see an option to enter kilometres, your specific Service Type or Role may not be configured for transport billing. Contact your coordinator to verify your settings.
• Odometer Readings: Some organisations require "Start" and "End" odometer readings rather than just total distance. Ensure you follow your specific company policy when entering data into the notes or dedicated fields.