Our customers want to be able to pay their cleaners for time travelled between shifts and understand the impact of travel time to their cleaners, their clients and to their business.  

Once Travel Time is set up it is collected when cleaners travel between locations. When an approved cleaner signs out of their shift at a location travel time will begin and it will stop when they sign in to the next location.
This travel time appears on reports giving managers the ability to approve and pay travel time for cleaners shifts. The total worked time and travel time are calculated separately within the payroll report and provides visibility into the cleaners time in between locations. 

With the Swept’s QuickBooks Sync feature travel time is calculated as a separate entry in QuickBooks. Learn more here: Swept QuickBooks Syncarchived

How Can I Get This Activated?

 Managers and Supervisors can access it in their settings on the the Swept Website App. This is available at https://app.sweptworks.com/. If you do not see this option please reach out to us at support@sweptworks.com.

Instructions:

You will want to ensure your locations have Google verified addresses. If unsure click here to view our support article on how to Google verify addresses.

** Travel time will not calculate for shifts that were manually added through the Cleanings Report.

Setup

To set this up, managers log in to the web application and identify which cleaners and locations may have travel time enabled.  

There are 3 elements to the set up:

1. Establishing allowable travel time between locations

2. Enabling cleaners to use travel time 

3. Selecting which method to track travel time by (recorded time or by using Google Maps.)              

Choose the Blue icon with your initials in the top right-hand corner and select “Settings”.   Scroll down to Travel Time.  

The first thing we do is create an overall allowable limit for travel time.  This is an account level setting which means you set it once and it is the upper limit between any 2 locations your cleaners travel between. This means travel time between any 2 locations cannot exceed this limit.
Travel time will not be calculated if the time between sign in and sign out is greater than the "Allow up to" limit, plus 3 hours.

Next, select which method you want to use to track Travel Time with, Google or Recorded. 

Choose what Cleaners you would like to approve for Travel Time by selecting them from the left and using the arrow to move them to the right.

Click “SAVE” to save your settings

How do I view Travel Time?

You can view travel time by logging in to the Swept Website App.  Go to “Dashboard” in the left-hand menu and choose from the reports section “Payroll report”.  Use the filters at the top to search for the payroll you would like to appear and click “APPLY FILTERS”.
If you scroll down you will now see “Travel Time” appear in each shift. Travel Time will round down to the closest minute.

• **Travel Time will not appear if the cleaning (sign in/out) was manually added through the Cleanings Report.

Updating Travel Time

You can update “Travel Time” by clicking in “hr” or “min” and update the amount of time. This can only be done prior to travel time and shift approval.

View Travel Time Details

You can view additional travel information by clicking on “DETAILS”.

In the “Travel Time Details” you can see:

• a map with the quickest way between locations. 

• Addresses of each location  

• Travel Time of both “Recorded” and “Google estimate”.

Click “OK” to close.

Approve Travel Time

You approve the travel time along with approving the shift. You can approve the shift in two ways: 

One at a Time
At the top of the Payroll report page choose what information you would like to appear by selecting the options in the filters above. Click “APPLY FILTERS” to run your search.
Scroll down and to the left of each shift is a checkbox.
Check this box then scroll to the top and click on “APPROVAL” to choose “Approve selected” or “Un-approve selected”.

All Shift on a Page
At the top of the Payroll page choose what information you would like to appear by selecting the options in the filters above. Click “APPLY FILTERS” to run your search.
Scroll down and to the left of each shift is a checkbox.
Check the box beside “APPROVAL” then click on “APPROVAL” to choose “Approve selected” or “Un-approve selected”.

Downloading Payroll Report Including Travel Time

Once your payroll is approved (see above) you can download this information into a payroll report by clicking “Download”.

Choose how you would like the information to be downloaded.

• CSV - Shift - This will download a CSV file that will open in a spreadsheet program like Excel or Google Sheets. These file types are what is used to import into a payroll system.

• PDF - Location - This will download a PDF file with information grouped by location.

• PDF - Cleaner - This will download a PDF file with information grouped by cleaner.

• One group per page - Not available for CSV - Shift. This groups all locations or cleaners on individual pages.

Click the blue “OK” button to download the information.

If there is travel time information it will appear under the “Travel” column in the PDF-Cleaner file and under “Travel Time (Hrs)” in the CSV file.

Travel Time is calculated separately on the payroll report page as "Travel Total" and is not included in the "Shift Total".

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