Set Travel Time Allowance for Staff

Modified on Wed, 05 Oct 2022 at 11:56 AM

For your staff to record their shifts and travel time, certain settings must be adjusted to ensure shifts are recorded accurately:


How is Travel Time Calculated?

Here are two scenarios as to how the travel time allowance could be set:

Example One - the "company" setting used for most staff

  • Jane covers downtown Chicago.
    • Visits are close together, so her travel allowance will be set to the company average setting of 6 minutes either side of the visit.
    • For each visit, travel time is calculated as either:
      • 2 x 6 minutes = 12 minutes
      • or if her travel time is less than 12 minutes, her actual travel time is recorded

Example Two - overriding the "company" setting for individual staff

  • Andrew covers uptown Chicago.
    • Visits are further apart, so his travel allowance is set to 10 minutes either side of the visit.
    • For each visit, travel time is calculated as either:
      • 2 x 10 minutes = 20 minutes
      • or if his travel time is less than 20 minutes, his actual travel time is recorded


Note: With the travel allowance setting, you are creating the standard "company" travel time to be used for all staff throughout the business.



However, travel time can also be set for individual staff which overrides the company setting. See Set a Staff Member's Travel Time Allowance.


How Do I Record the Average Travel Allowance for Staff Between Services?

Navigation: Admin > Settings > Timecard Settings


  • In "Travel allowance in minutes to and from service" enter a number of minutes.
  • Click "Update."

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How do I Record the Actual Travel in between Services?

In the scenarios above, if the travel time is LESS than the travel time allowance you have set, it will record the "actual" travel time. However, you may wish to ensure that the actual travel time is ALWAYS recorded.

  • Enter a value that represents the highest travel time allowance for each service, eg. 300 minutes.
  • Click "Update."

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Note: If you have changed the settings in the individual staff settingsthey will override this setting.


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