Auto Logging

The auto logging feature set (requires a separate license) of Staff Scheduling allows the Location Manager (Shift Templates) and the Schedule Manager (Shifts) to set up the Time Tracking(if licensed) log entries that will occur during the shift so that they automatically appear in Time Tracking as the shift occurs in real-time (if turned on) or via the Auto Log Wizard, eliminating the need for staff to log their time themselves.

Options

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

Staff Permission Groups

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

Shift Templates

To generate shifts with the auto log details already set up when the schedule is generated, scheduling location managers can set them up in the shift template.

At the bottom of the Shift Template Time Slot are two new Auto buttons. The one with the clock icon is to set up worked time log entries and the one with the car icon is to set up mileage log entries (miles only).

Schedules

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

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

Once the schedule is published, the auto log details will become actual Time Tracking Log entries for the staff assigned to the slot as they occur in real time. The staff will not be 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 will not be able to add worked time or unpaid break entries either.

Auto Log Wizard

To run the auto log wizard and create the log entries:

Select Auto Log from beneath Schedule in the navigation menu:
Enter the Cutoff date of the shift for the log entries you want to generate and select Create Logs.
You will see a green toast message indicating the logs are being created and a blue toast message when the wizard finishes creating the log entries.

Time Auto Log Details

To manage the details of the time auto log:

Select the time Auto button (at the bottom of the Shift Template Time Slot) or the link (on the Shift Slot card header).
You will see slots along with the associated detail blocks in the shift template time slot (the number of slots that appears 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 appears is based on the number of slots on the Slot card in the schedule).
Complete the log detail information on the right 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 will be present. You can also enter any notes as you would when entering a Time Tracking log entry.
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.
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.
To rearrange the order of the blocks, you can:
- Select the Options menu to the right of the Slot/Block list and select Move Block Up or Move Block Down.
- Select the up or down arrow on the Block itself.
- Select the block and drag and drop it above or beneath another block(s).
To adjust the begin and end time of a block, select the white circle of the block and drag it to the correct time. The block above it and below it will automatically adjust as well.
To change the interval of times on the left, select the correct offset: 60, 30, 15 minutes.
To remove a block, select the delete icon. The other shifts will automatically fill in.
To delete all the blocks for all the slots, select Delete All.
Once you have the details set for all the blocks for all your slots, you can select Save.

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

Mileage Auto Log Details

To manage the details of the client mileage (miles only) auto log:

Select the mileage Auto button (at the bottom of the Shift Template Time Slot) or the link (on the Shift Slot card header).
You will see information for mileage blocks for (the number of slots that appears 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 appears is based on the number of slots on the Slot card in the schedule).
Select the + Mileage link beneath the slot you want to add mileage to.
Complete log detail information on the right 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 will be transported.
- Select whether it is a personal or company vehicle.
- Enter the number of miles to be driven.
- Enter any notes as needed.
To change the log details of each of the blocks, you can:
- Change the details on the right.
- Use the Options menu to the right of the Slot/Block list to copy, paste or clear the data for the selected block.
- Use the Options menu on the block itself to copy, paste or clear the data of that block.
To remove a block, select the delete icon.
To delete all the blocks for all the slots, select Delete All.
When finished, select Save.

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