Browse help topics
Travel on a shift
Where travel terms come from and how travel is captured per worker.
Last updated · 10 November 2026
Travel is tied to the participant agreement and to each worker, not drawn on the roster. There is no travel indicator on the Planner chip.
Travel terms on the shift
When you create or edit a shift, the Travel terms field shows, read-only, which travel terms the selected participant’s agreement allows. The field is hidden when no terms are available. For Group Support, a term shows only when every selected participant shares it.
Set up a journey before publication
Open the saved shift, select Manage assignments and choose the worker’s assignment tab. Check these controls before publication or work starts:
| Control | Decision |
|---|---|
| Travel settings: T2P | Permit eligible worker travel to the participant. This is outside the care window. |
| Travel settings: P2B | Permit eligible return travel to the place of business. Enable it deliberately when that return is intended. |
| Vehicle km on Intensive Support | Yes identifies the driver recording kilometres; No identifies a passenger. Each worker can still have their own eligible travel-time record. |
| ABT | Read-only indication that this assignment’s driver can record activity-based transport while clocked in. |
| Vehicle class | With billing, Standard versus Modified/bus describes the vehicle for participant transport pricing. |
| Vehicle ownership | With payroll, Personal versus Company controls kilometre-pay treatment, separate from the participant’s travel charge. |
Enlarge screenshot
Swipe across the enlarged image to read each part of the screen.
The driver’s vehicle ownership, vehicle class and break permission are separate choices. ABT shows recording eligibility rather than a saved journey.
These choices do not create a trip. If T2P or P2B is missing, check the worker’s provider-travel pay eligibility and, where billing applies, the active agreement terms for every participant attached to the assignment. Do not use a different travel type to get around an unavailable choice. Save by completing the assignment action or closing the drawer normally, then reopen to verify configuration before publishing.
One vehicle with a driver and passenger
On an Intensive shift, check each worker’s tab rather than applying the driver’s settings to both people. The following saved examples show Jordan as driver and Priya as passenger on the same future booking. No travel has yet been recorded.
Enlarge screenshot
Swipe across the enlarged image to read each part of the screen.
Jordan can record vehicle kilometres. Personal ownership and Standard class answer different questions; neither creates a trip.
Enlarge screenshot
Swipe across the enlarged image to read each part of the screen.
Priya cannot record the same vehicle kilometres or ABT as a passenger. Eligible provider-travel time remains a separate decision.
Travel per worker
The actual travel for a shift is captured against each worker’s assignment, inside Manage assignments, rather than on the shift as a whole. That keeps travel attached to the worker who did it.
Workers normally record travel on their phone. The office can also add a missing completed trip after the worker submits their note, using Add travel. The assignment’s Travel section lists the saved trips. Select a row to open Travel review, compare the available evidence and correct or approve an eligible leg. A map is available only when the trip has route evidence.
Enlarge screenshot
Swipe across the enlarged image to read each part of the screen.
The actual activity-transport trip is already Approved at 0.08 km. That travel review is separate from assignment approval. Add travel is only for a missing trip.
When billing applies, check Destination (MMM), Distance (km) and the matching Support code before approval. Declared provider travel also has Declared minutes. Billing-only fields can be hidden when billing is disabled for that assignment. An empty distance blocks approval; an explicit 0 is a valid answer for a leg that recorded no movement.
Note
Travel is an optional workspace capability. With Enable travel switched off under Account > Features > Scheduling, no travel is offered on the phone and there is nothing to review here. See Workspace features.
Note
Once provider travel for an assignment has started, the shift’s planned details lock, just as they do once a worker clocks in. You can still manage assignments. Cancellation has its own eligibility checks, including the first submitted note after care has started.
Tip
To change which travel terms are available, update the participant’s service agreement, then reopen the shift to see the refreshed terms.
Review the recorded route
Open a travel row to inspect its map alongside the times, kilometres and support code. The map can show two views:
| View | What you are looking at |
|---|---|
| Snap to Road | A route matched to roads from the phone’s recorded locations. |
| GPS Points | The original location points recorded during the trip. Use these to compare with the matched route. |
A GPS-tracked route has at least 90% of its distance supported by matched GPS sections. Estimated connections can still appear within that route, shown with dashed amber lines. This describes the evidence supporting the distance, not a guarantee of accuracy. An estimated route needs closer comparison with the recorded points and the worker’s account. A missing route does not mean no travel occurred.
The start and end locations are approximate. Where an accuracy figure is shown, it describes the phone’s location estimate at that endpoint, not the accuracy of the entire trip or the kilometres to claim. A route can have gaps if location reception was poor. Check the worker’s account of the trip before approving a distance that looks wrong.
Check the destination and kilometres
When a recorded trip has no destination classification saved, Destination (MMM) can start from the participant’s classification. Check it against the actual trip destination before approving; a prefilled value still needs review.
The worker may have entered a kilometre correction during their online shift review. Compare the distance, times, map and applicable travel terms together. Correct the fields that need changing, then approve the leg. A map helps with review; it does not by itself establish what is payable or claimable.
Read the Travel review fields
| Field | What to check |
|---|---|
| Travel type | Read whether this was travel to the participant, return to business or transport during support. The type must match the actual journey. |
| Start time / End time / Minutes | For a recorded trip, compare the saved interval with the worker’s account and care clocks. Declarations do not have observed start/end times. |
| Declared minutes | For a provider-travel declaration, check the total entered by the worker. This is separate from kilometres. |
| Destination (MMM) | With billing, choose the classification of the actual trip destination. Do not accept a participant-derived default without checking it. |
| Distance (km) | Check the physical journey and evidence. Enter an explicit zero only when it truly had no movement; an empty value is not zero. |
| Vehicle type | For activity transport, check Standard vehicle versus Modified vehicle or bus. It is not offered as a provider-travel rate adjustment. |
| KM rate (PAPL locked) | A read-only rate. Correct the trip context or support selection when wrong; it is not a free-entry price field. |
| Support code | With billing, select the matching eligible travel-cost support. A care support and a kilometre-cost support have different purposes. |
Kilometres, Destination (MMM), vehicle type and notes save in the background. Wait for those saves to finish. A Support code choice is staged until Approve travel; closing or cancelling the review discards an unapproved support choice. Cancel does not undo kilometres, MMM, vehicle or notes changes that have already saved. Check any suggested code rather than assuming it is already saved. Read any review blocker, then select Approve travel when the trip and staged support are correct. An approved trip offers Unapprove when changes are allowed. Returning to the assignment, check that every required trip has its saved review state before approving the assignment itself.
Add a missing trip from the office
Open Schedule > Assignments, select the assignment and find Travel. After submission, an empty section shows No travel logged with a + control on its right. If trips exist, Add travel sits below their table. Both open the same form; after approval they remain visible but disabled.
Before adding travel, make sure the worker has both clock times and a currently submitted note. A Returned note must be resubmitted first. You need Scheduling edit access and Enable travel enabled. Save pending assignment changes first. Approved or cancelled assignments cannot accept new travel; issued charges and finalised pay periods can also prevent changes.
- Select Add travel.
- Choose Travel type: T2P (travel to participant), P2B (return to business), or ABT (activity transport). Types that are not enabled remain visible but disabled. Provider travel also needs the saved assignment settings and current worker and agreement eligibility.
Enlarge screenshot
Swipe across the enlarged image to read each part of the screen.
This assignment offers ABT, while T2P and P2B are disabled. Start and end times remain blank; no missing trip has been recorded.
- Enter Destination (MMM), Start time, End time and Distance (km). Dates and times use the shift’s timezone. Minutes is calculated from the times. T2P must finish by clock-in and start within the preceding 24 hours. P2B must start at or after clock-out and finish within the following 24 hours. ABT must fit within the actual support window. Trips must not overlap existing travel.
- Check Vehicle type where offered and choose the matching Support code if available. If no matching code is available, you can add the trip and select its code in Travel review before approval.
- Enter Reason for adding travel, then select Add travel.
Enlarge screenshot
Swipe across the enlarged image to read each part of the screen.
The lower Add travel fields show the matching activity-transport code and locked rate. Distance and the required reason are blank; this unsaved form has created no trip.
For example, a missed T2P journey from 8:40 AM to 9:00 AM before a 9:00 AM clock-in belongs under T2P, with its actual distance and a reason explaining the office entry. An 11:00 AM trip with the participant during a 9:00 AM to noon visit belongs under ABT. Check the relevant saved permission before entering either.
The new trip is pending travel review. It records the office-entered times, kilometres and reason; it does not create a GPS route or approve itself. Open its row to review or correct the trip and approve it through the normal travel controls. Adding it does not change the worker’s clocks or submitted note.
Route retention
Route maps are retained for 90 days after a trip finishes. Recorded kilometres and the trip record remain after the map expires. Download or review evidence you need while it is available.
Tracked trips and declared totals
With Enable travel enabled, Track travel during shifts determines the worker workflow. When tracking is on, the worker starts and finishes enabled travel in the app. When tracking is off, they enter enabled totals during final shift review: kilometres for activity transport, and kilometres plus minutes for travel to the participant and return to business. Use an explicit zero when an offered journey did not occur. A completely blank provider-travel kilometres/minutes pair is treated as zero; a partly completed pair still needs valid values, and activity-transport kilometres need an answer. All-zero declarations create no payable trip.
The mode is fixed when work first starts. Changing the workspace setting later does not turn already started tracked work into declarations. A declared total has no recorded route, GPS points or observed travel start and finish. Paid provider-travel windows are derived from the minutes before care starts or after care ends. Check those minutes when correcting the assignment clocks.
On a group assignment, the declared kilometres describe one vehicle journey. Shares divide equally among participants allocated to that worker. A participant who does not claim travel keeps their reserved share without it being billed or redistributed. Vehicle allowance uses the physical journey once. Travel time, participant billing and worker vehicle allowance remain separate review decisions.
Automatic approval and later corrections
Eligible worker-recorded or initially declared travel can approve automatically when its quantities and support context resolve correctly. A missing map does not by itself prevent automatic approval. Check the saved travel status; do not wait for a route to appear as proof that approval can proceed.
Office-added travel, corrected quantities and unresolved support choices need review. Open the row, check the worker’s account, applicable agreement and assignment travel settings, destination, kilometres, minutes where offered and support code. Save the checked changes and use Approve travel when available. Correcting kilometres or travel timing can reopen review; map-only updates do not replace captured billing kilometres.
You need Scheduling edit access for office changes. Provider travel also depends on the worker’s provider-travel pay eligibility and the active participant agreement terms. Return to business must be enabled on the assignment. Do not enable a travel type simply to clear a warning when the trip did not occur.