The Visit Approval screen can be found in the following places:
- Accounting>Billing>Billing Cycle>View>Visit Approval: Visits included in the Billing Cycle only, from Back Billing Date (where applicable) or Start Date to End Date.
- Accounting>Payroll>View>Visit Approval: Visits included in the Payroll Period only, from Adjustment & Carry Over Date (where applicable) or Start Date to End Date.
- Schedules>Workforce Management>Visit Approval: any date range of Visits can be viewed.
Locked Column
Visits are locked, the 
icon will appear in the Locked column, as well as an indication of the number of payroll runs and/or invoices the Visit has been included in.
To know the details of the invoices or payroll runs, hover over the 
icon.
Learn more:
Client Column
You can enter a Client name in the appropriate filter, or click on a Client name in the column to quick filter for that Client's Visits.
You can filter on one or multiple Client Groups at a time, using the toggle Any or All.
Hover over the 
icon to view Client Tags.
You can filter on one or multiple Client Tags at a time, using the toggle Any or All.
If a Visit is On Hold or Cancelled, the Client name will appear on a grey background with a 
icon.
To see the On Hold or Cancelled reason, hover over the icon.
You can filter by All Visits vs. Scheduled vs. Cancelled/On Hold.
Learn more:
Employee Column
You can enter an Employee name in the appropriate filter, or click on the 
icon to quickfilter on an Employee name. You can also filter by:
- Departments: this applies to the Employee's Department.
- Designations: this applies to the Employee's Designation, set on their profile.
Status Column
You can filter by Not Approved vs. Approved vs. Rejected vs. All.
If a Visit is Approved or Rejected, it will be indicated here. Unapproved Visits appear with no status.
Date Column
The Start Date of the Visit. You can filter by Date range. Visits on the start date of the range are included and Visits on the end date of the range are excluded.
Service Code Column
Hover over the icon to view Service Tags.
You can filter on one or multiple Service Tags at a time, using the toggle Any or All.
To edit the Service Code on a Visit, click the name of the Service Code. A small edit dialogue will open where you can start typing to select a new Service Code. Note that you will only be able to select a Service Code whose Bill Code has the same Funder as the Funder on the original Service of the Visit.
Changing the Service Code on the Visit will update the Bill and Pay Codes for the Visit. Make sure that you review the bill and pay rates and quantities carefully from the Accounting tab of the Visit dialogue when approving the Visit to ensure that the information is correct for billing and payroll. Keep in mind that if you update the Service Code on an approved Visit that has already been invoiced or included in a payroll run, you may need to regenerate invoices or rerun payroll to ensure that the Visit is billed and paid for correctly.
You can only edit the Service Code on individual Visits from the Visit Approval screen. To update the Service Code on all Visits of a Recurrence, see How do I edit a Recurrence?
Learn more
- How do I create/edit/apply tags for Visits/Services/Clients?
- How do I edit/update a scheduled Visit?
- How do I edit a Recurrence?
Sch. In/Sch. Out/Break Columns
The Start and End Times of each Visit, and if applicable, the Break time in minutes.
Scheduled/Clocked/Cov. % Columns
Scheduled: the scheduled time of the Visit in hours. Click on this to approve the Visit for scheduled time.
Clocked: the clocked time of the Visit in hours. This will appear on grey if it is equal to or more than the Scheduled time and red if it is less.
Cov. %: Clocked divided by Scheduled.
Punch-In Distance
The Punch-In Distance represents the distance from the Visit address where clock-in took place, if it was done on mobile. It will be red if it is beyond 1000 meters and green if below.
The Punch-Out Distance represents the distance from the Visit address where clock-out occurred on mobile. It will be red if it is beyond 1000 meters and green if below.
If more than one work session occurred for the visit, Punch-In Distance will take the distance upon clock-in from the first work session, and Punch-Out Distance will take the distance upon clock-out from the last work session.
Hover over the Punch-In/Punch-Out Distance to see the difference between the allowed clock-in/clock-out distance and the actual clock-in/clock-out distance.
You can also use the Max. Distance in Meters and Min. Distance in Meters to filter by Punch-In and Punch-Out Distance. The Min. Distance in Meters filter will show Visits where Punch-In OR Punch-Out Distance is greater than or equal to the value. The Max. Distance in Meters filter will show Visits where Punch-In AND Punch-Out Distance is less than or equal to the value.
Important note: AlayaCare only captures the GPS coordinates of an employee's location via the mobile app when the employee clocks in or clocks out of a visit. AlayaCare does not track the location of employees using the app at any other time.
Approved Hours/Bill-Override/Pay-Override Columns
Approved Hours: When a Visit is approved according to Scheduled or Clocked time, the quantity of hours will appear in this column. This can be overridden in the column, or if a Visit is not yet approved, entering a value here will automatically approve it.
Bill-Override/Pay-Override: enter a value in one or the other column in order to bill and/or pay for a different quantity than expected. If the Visit is not yet approved, it will not be approved if a value is entered in one of these columns. Note that the unit of the column appears according to the unit of the Bill Code or Pay Code of the Visit.
Learn more:
Notes Column
Should a Visit have any Notes, there will be an indicator here with the quantity.
Hover over the indicator to see the content of Notes.
The Note will appear in its entirety, even if it is quite long.
Learn more:
Visit Tags
Visit Tags appear in this column. If there is more than one per Visit, they will be separated by commas.
You can filter on one or multiple Visit Tags at a time, using the toggle Any or All.
Learn more:
Revisions Column
Clicking on Revisions opens a dialogue with an action log on the Visit.
Funded Column
The Funded column indicates which Visits are covered by Funding Blocks.
You can filter by All vs. Funded vs. Not Funded. Visits which are not funded will include both those for which Funding Blocks exist but do not cover them and those for which no Funding Blocks exist.
Yes 
: the Visit is funded.
No 
: the Visit is not funded, because the Service ran out of funding (the Funding Blocks are used up).
N/A 
: the Visit is not funded, because the Service never had any Funding Blocks. 
Hover over the Yes or No icons to see funding information.
Learn more:
Funder Status Column
For any LHIN Visits, the Funder Status of any sent Visit will appear here.
For non-LHIN Visits, this column will appear blank.
You can filter on any single Status.
Hover over the 
icon to get the Last Updated Date and Validation Doc number.
Learn more:
Mark for Resub.
If a Visit has been marked for resubmission, it will be indicated here. You can filter on whether or not Visits are marked for resubmission.
Batch Actions in the Visit Approval Screen
Using the Batch Actions button, you can action all the Visits currently visible with your filter selections.
Batch approval actions are controlled by the following ACL permissions in the Accounting folder:
- Batch Action: Approve All Visits on Scheduled Time
- Batch Action: Approve Matching Visits on Scheduled Time
- Batch Action: Approve All Visits on Clocked Time
- Batch Action: Approve Matching Visits on Clocked Time
Approve all to Scheduled
All Visits will be approved for a quantity of hours equal to their scheduled duration.
- Visits must not be vacant.
Approve All to Clocked
All Visits will be approved for a quantity of hours equal to their clocked duration.
- Visits must not be vacant.
- Visits must have a work session.
Approve Matching to Scheduled
All Visits will be approved for a quantity of hours equal to their scheduled duration.
- Visits must not be vacant.
- Visits must respect Late Start and Shift Coverage % of their Service Code.
- Visits must be covered by a Funding Block, where their Service has any Funding Blocks.
Approve Matching to Clocked
All Visits will be approved for a quantity of hours equal to their clocked duration.
- Visits must not be vacant.
- Visits must respect Late Start and Shift Coverage % of their Service Code.
- Visits must be covered by a Funding Block, where their Service has any Funding Blocks.
Reject All
All Visits will be rejected. Any previously-entered Approved Hours/Bill-Override/Pay-Override will be disregarded during Billing and Payroll.
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