Checking in and out

This page is for support workers. It covers checking in at the door, what happens when nobody checks in, checking out with a note, and what to do when it is too late to check out.

Checking in

1. Open the visit from “Today” or “My week”.
2. Scroll to the bottom of the visit sheet.
3. Tap “Check in”.

The arrival time is taken from the platform’s own clock at the moment you tap. You cannot type a time.

The button only appears on your own visit. On a double-up, each person checks in and out for themselves.

When the button is there

Check in is open on the day of the visit and the day after, on your organisation’s clock. The day after covers a visit that runs past midnight and an arrival just after midnight; a coordinator can shorten the window to the day itself under Settings → Organisation → Timings. It is never open the day before: nobody arrives at tomorrow’s door today.

• Before the day, the sheet says “Check-in opens on the day.” instead of a button.
• More than a day late, it says “Check-in for this visit has closed. Ask a coordinator to amend the record.”

Check in is also refused on a visit a coordinator has not published yet, and a second time on a visit you have already checked in to. The first arrival time is the record, so it is never overwritten.

Late and missed

A published visit is running late fifteen minutes after its start time with nobody checked in. Fifteen is the starting figure: a coordinator can change it under Settings → Organisation → Timings.

When that happens the platform, without you doing anything:

• emails the organisation’s coordinators to say a visit needs attention, with a link into the platform. The email carries no client name, no address and no health details.
• raises a row in the coordinators’ “Alerts” list, called “Visit running late”, which one of them acknowledges with what they did.

The same rule covers a visit nobody was assigned to. The coordinators’ alert says so.

If the visit’s end time passes and nobody has checked in, your “Today” list reads “Missed”. The next morning the platform raises a “Visit missed” alert for the coordinators, and the visit appears on the quality report.

If you are running late, ring the office. Checking in late is still better than not checking in at all: the record of when you actually arrived is what protects you.

Checking out

1. Tap “Check out” at the bottom of the visit sheet.
2. A box opens headed “Check out”, with the line “Add a note about the visit if there is anything to hand over.”
3. Type anything the next person or the office needs to know in “Visit note (optional)”. The next worker at this client’s door sees it on their visit sheet as the handover, with your name and the time, until somebody leaves a newer one.
4. Tap “Check out” to finish, or “Back” to go back without checking out.

The departure time is again the platform’s clock, not a typed time.

If you close the box by tapping outside it or pressing Escape, the note you have typed is still there when you open it again. The “Back” button clears it.

Once you have checked out, the bottom of the sheet reads “Delivered” with your arrival and departure times, and your note underneath. There is no second check-out.

Planned and delivered minutes

Two different numbers come out of a visit:

• Planned is the length of the visit as the rota has it, using your own times on the visit where a coordinator set them, otherwise the visit’s times.
• Delivered is the time between your check-in and your check-out.

Both feed “Timesheets” and the “Team performance” report. Delivered time only counts once you have checked out, so a visit you checked in to and never checked out of shows as planned but not delivered.

When it is too late to check out

Every organisation sets the longest a visit can run, twelve hours unless a coordinator changes it under Settings → Organisation → Timings. Once that long has passed since your arrival, the platform stops accepting a check-out. A check-out a day later would read as a day-long visit on the timesheet, which is not what happened.

The sheet then shows your arrival time and the line “More than 12 hours since arrival. Ask a coordinator to amend the record.” At the same moment the visit goes on the coordinators’ alerts shelf as “Visit still checked in”, and the platform puts it there itself every few minutes for anyone who never pressed the button at all, so a forgotten check-out is never silent.

Tell a coordinator when you left. They can correct the record on the visit page with an “Amend” door that asks why, and the original values stay in the audit trail under their name.