Client addresses
No mileage or travel time can be calculated for a client's visits unless the client has an address in their client record.
You can add one or multiple addresses by choosing Clients in the main navigation, opening a client's record, and selecting Profile in the sub-menu. Here, you can use the + icon at the bottom to add a new address.:
You can also use the three dots next to an address to edit the address, updated the geocoded location, and delete the address as needed. Each address is shown as a card in a grid format.
When creating or editing the address, you can choose a few options:
- Address Types - either home, work, or other
- Address - you can enter the street 1, street 2, town, county, post code, and country, and will be visible on the carer companion app
- Property Type - optional building information, such as bungalow, terraced, flat, care home, houseboat, semi-detached, detached, or caravan
- Access Info - this is a useful field to enter key safe codes and similar access-related information and is visible in the carer companion app
- Access Info (Private) - same as access info, except not visible in the carer companion app
When updating the geocoded location, you can manually enter a longitude and/or latitude for Google Maps to use or you can drag-and-drop the red pinpoint marker on the map to adjust the position visually. This will only be effective if your Fidelity option in Settings → Travel → Mileage is set to Geocoded Location though. By default, Google Maps will try to use the address to place the pinpoint on the map as accurately as possible. However, you may need to change it here if it's wrong, otherwise it could lead to inaccurate mileage and travel time calculations.
Selecting a client address for a visit
If you open a visit in CareLineLive, you can also use the three dots to change which one of the client's addresses is used on the right hand side of the "Overview" tab, under "Client":
If an address is not visible in the dropdown, it's because it has not been added in the Profile tab of this client's record or you may need to refresh your page:
⚠️ Choosing the wrong address for a visit may lead to incorrect mileage and travel time calculations.
You may need to unlock the visit first to make a change to the address if the visit is already past its start date and time.
Read more about how to unlock a visit here: Unlock a booking.
Selecting a client address for a schedule entry
In the client's record, you can use the schedule to create regular visits which can be generated as needed. Either use the + icon to create a new schedule entry, or double click on one to edit it. Here, there's an address field where you can either:
- Leave the address blank, at which point it will use the default address
- Choose an address explicitly from the dropdown
⚠️ If a client changes address, make sure to change the default address for the client and the address for the client on their schedule entries and already-generated visits only once they've moved
Carer addresses
No mileage or travel time to and from home can be calculated for a client's visits unless the carer has an address in their carer record.
You can add one or multiple addresses by choosing Carers in the main navigation, opening a carer's record, and selecting Profile in the sub-menu. Here, you can use the + icon in the middle to add a new address. You also have the same options to update the geocoded location, edit the address, and delete the address as needed, just in a table format.
Selecting a carer address for a visit or schedule entry
While the client's address on a visit or schedule entry can be defined explicitly, the carer's address on a visit or schedule entry is always defined implicitly. CareLineLive will only consider using the carer's default address for mileage to and from home. All other addresses are just for historical and future reference.
If you decide to change which address is default for a carer, all their mileage to and from home will be updated to the new default address. The only exception is for mileage to and from home that is already inside a payslip or invoice, at which point it's set-in-stone unless the invoice or payslip is recalculated or deleted.
⚠️ If a carer changes address, make sure to change their default address only once they've moved and, if you need any current mileage and/or travel time to and from home calculations to be set-in-stone for future reference, make sure that you've downloaded a record or generated a payslip and/or invoice for it as needed
Why is my geocoded location in the wrong place?
Although you can fix the location of a pinpoint marker by updating the geocoded location as above, there's a few reasons why a pinpoint marker may be placed in the wrong location on the map for an address in the first place. Typically, these are caused by unexpected data which throws off Google Maps, for example:
- The address was entered in all capitals
- The house number and street name were put into street 2, not street 1
- The post code doesn't use capital letters
- There are random spaces and characters
- There's a spelling mistake
We typically recommend keeping the address simple for it to place the pinpoint marker in the correct location on the map. Specifically, just entering in street 1, town, post code, and country should be sufficient. A good way to verify if the address is valid is to copy and paste the address you've written into Google Maps itself to see if it shows you the correct location.