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Two overlays help you plan a realistic rota: bank holidays on the calendar, and the estimated driving time between one carer’s visits. Who can do this: anyone whose role includes View schedule (every role by default) can show or hide both overlays for themselves. Organisation Owners and Service Provider Admins turn travel estimates on or off for the organisation in Settings > Schedule. Changing a travel time by hand needs Edit schedule (by default Organisation Owners, Service Provider Admins, Care Managers and Care Coordinators). Choosing where a team member starts their day is for Organisation Owners, Service Provider Admins and Care Managers, the roles that can edit a team member’s profile. Your organisation can change the other permissions in Settings > Permissions. Your organisation may use different words for some things, such as “Service users” instead of “Support recipients”. Elate shows your organisation’s words everywhere, so follow what you see.

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Show bank holidays

1

Open the filter panel

In Schedule, select Filter.
2

Turn them on

Tick Show bank holidays.
3

Choose your region

Pick England and Wales, Scotland or Northern Ireland.
Bank holidays are off until you turn them on, and the region starts on England and Wales. Your choice is saved to your account. The holiday’s name appears on that day in the Agenda, Week and Month views, and beside the date in Day view. Elate uses the GOV.UK list of UK bank holidays. They are for information only: they do not change visits, filters or downloads.

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Turn travel estimates on for your organisation

1

Open Settings > Schedule

In Elate on the web, select Settings in the sidebar, then the Schedule tab.
2

Switch estimates on or off

Use Estimate travel time between visits. When it is off, no address leaves your organisation and no travel time is drawn.
3

Set the default

Enter a Default travel time (minutes), from 0 to 240. Elate uses it when an address is missing or the routing service is unavailable.
4

Save

Select Save schedule settings.
To estimate driving time, Elate sends addresses to a routing provider. Names, dates and any other care detail are never sent.

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See travel time on the schedule

When your organisation has estimates on, each person chooses whether to see them:
1

Group by team

Travel time only shows in Team grouping, because it follows one carer’s day. See Using the schedule.
2

Turn it on

Select Filter and tick Show travel time. It is on by default and saved to your account.
A small travel badge appears between a carer’s visits in the Agenda, Day, Week and Timeline views, with the minutes (and miles when known). The first badge of the day measures from where that person starts. The badge turns amber with a warning sign when the gap between two visits is shorter than the journey. Select the badge to see:
  • From and To, with postcodes
  • Estimate, and where it came from (driving time, the organisation default, or set by hand)
  • the gap between the two visits
  • Directions, which opens a map in a new tab
  • Not enough time to travel, when the gap is too short

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Change a travel time by hand

If you know a journey takes longer (or shorter) than the estimate, select the badge between two visits, enter the minutes in Adjust travel time (minutes) and select Save. Select Clear to go back to the estimate. A time you set is cleared when the visit is moved or reassigned.

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Travel in the team member picker

When you create or edit a visit, the Team member picker shows each person’s journey, for example “15 min from previous visit”, “15 min from where they start” or “About 20 min (organisation default)”. It also uses travel to order people within each group. See Creating and editing visits.

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Set where a team member starts their day

By default, a team member’s day starts from their home address. Someone who collects keys, a car or a handover first can start from an office instead.
1

Open their profile

Open the team member’s profile and select Edit profile.
2

Choose the start

In Starts the day from, choose Home address, Default office or one of their groups’ offices. The address it will use is shown underneath.
3

Save

Select Save profile.
The offices on offer are your organisation’s default office and the offices of the groups this team member belongs to. If the chosen office is removed, or they leave that group, Elate goes back to their home address. Offices are set up on groups: see Groups and offices.