When you clock out of a visit earlier or later than the planned end time, you'll be asked to select a reason. This helps your organisation track and understand visit timing across your team.

You'll see the reason prompt when you tap End Visit, and your clock-out time is different from the planned end time of the visit. This applies whether you finish early or late.

You won't see the prompt if:

• You clock out exactly on time.

• Your visit doesn't have a planned end time.

When the prompt appears, you can see how many minutes early or late you're clocking out. Follow these steps to submit a reason.

1. Tap End Visit at the end of your visit.

2. Select the reason that best describes why the visit ended at a different time.

3. If Other is available and applies, select it and enter a short note in the text box (up to 500 characters).

4. Tap Submit to complete your clock-out.

If none of the listed reasons apply, you may see an Other option. Selecting Other reveals a text box where you can describe the reason in your own words.

• You can enter up to 500 characters.

• A character counter shows how many characters you have remaining.

• The Submit button is disabled until you've entered some text.

Visit variance is controlled by a tenant administrator. It must be turned on in tenant preferences before it becomes available on mobile. Until it's enabled and at least one reason is configured, carers won't see the prompt when they clock out.

To turn on visit variance, follow these steps.

1. Go to Configuration, then tap Tenants.

2. Select the relevant tenant, then tap Preferences.

3. In the App Preferences section, find Enable Variance Reasons and set it to Yes.

4. Save your changes.

Once you've enabled variance reasons, you can add the predefined reasons that carers will see when they clock out. You can add up to 20 reasons, and each reason can be up to 100 characters long.

1. In the Enable Variance Reasons section, tap Add Reason.

2. Enter the reason text (up to 100 characters).

3 Repeat for each reason you want to add. You can add up to 20 in total.

4. Save your changes.

You can edit or delete any reason at any time. A counter shows how many reasons you've added and how many remain.

If you want to give carers the option to describe a reason in their own words, you can turn on the Allow Other option. When this is on, an Other choice appears at the bottom of the reasons list on mobile, and tapping it reveals a free-text box.

To turn this on, select the Allow Other Option checkbox in the variance reasons settings and save your changes.

Every time a carer submits a variance reason, a record is saved and synced to the server. Tenant administrators and branch administrators can view these records in the Visit Variance Records section of case history. This provides a full audit trail of visit timing differences across your organisation.

Each record shows the following information:

• Visit ID — links directly to the visit record.

• Caregiver name — the carer who clocked out.

• Scheduled duration — how long the visit was planned to last.

• Actual duration — how long the visit actually lasted.

• Variance amount — the difference in minutes between the scheduled and actual end time.

• Reason selected — the reason the carer chose, or the free-text explanation if Other was selected (up to 500 characters).

• Date — the date the visit took place.