How to Print Transportation Records (Form 3682) in ElderSuite

📝 Overview

Form 3682 is the daily transportation route sheet your drivers carry. ElderSuite fills in your provider name and identifier, the service date, the route name, and the clients on each route, and leaves the pick up and drop off times blank so drivers can write them in by hand. Each route gets its own sheet, and you can print every route at once or just one.

Printing route sheets only reads your records. It doesn’t add, change, or delete any client, attendance, or transportation record. Form 3682 is a separate report from the attendance and absence reports covered in How to Print Attendance and Absence Reports in ElderSuite.

⚙ How It Works

Open the Transportation Records Window

There are two ways in, and both open the same window. In the Report Center, on the Client Reports tab, choose Daily Transportation Record - Form 3682 and click View Report, or double-click the entry. See the ElderSuite Report Center Overview for the rest of that screen.

If you’re already working on the day’s attendance, click Print on the toolbar of Attendance & Transportation Records. The window then starts on the date showing on that screen. Opened from the Report Center, it starts on today’s date. For the recording screen itself, see How to Record Attendance and Transportation Times in ElderSuite.

While the window is open, the rest of ElderSuite waits until you preview the sheets or close the window.

Choose the Date and Route

The Date is the service date you’re printing for. It decides which clients are read, the date printed on each sheet, and the weekday used if you limit the sheet to scheduled clients. The field can’t be left empty.

Leave Route reading All Routes to produce a sheet for every listed route in one run, merged into a single document. Choose one route to print that route alone. Inactive routes and the route named None don’t appear in the list, so they aren’t printed in an All Routes run either. To print an inactive route, make it active first. See How to Manage Routes in ElderSuite.

Set What Each Client Line Shows

The check boxes under Options decide what prints beside each client’s name and in what order:

• Show Phone Numbers adds the client’s home phone number, so a driver can call ahead. Clients with no number on file print without one.
• Show Street Addresses adds the client’s street address.
• Show Attendance Days adds the weekdays the client is scheduled to attend.
• Sort Clients by Pickup Order prints clients in the pickup order set for the route, so the sheet follows the run. Left unchecked, clients print in name order.
• Show Only Clients Scheduled to Attend on Selected Date limits each route to the clients scheduled for that weekday. It applies Monday through Friday. On a Saturday or Sunday, every client on the route prints.

The route, pickup order, street address, home phone number, and weekly schedule all come from each client’s Contact Information Assessment. To change what prints, update that record rather than the print window.

The check boxes are set with the mouse. Your choices are saved on this computer when you click Preview and come back the next time you open the window. Closing the window without previewing doesn’t keep any changes.

Preview and Print the Sheets

Click Preview to build the sheets. A please-wait message stays up while each page is drawn. The finished sheets open in the Report Viewer, and the Transportation Records window closes behind them. Print from there and hand the sheets to your drivers. See How to Use the Report Viewer in ElderSuite.

A long route runs onto more pages, and each page shows its page number and the route’s total, so a driver can tell a sheet is one of several. The finished pages can’t be typed into in the Report Viewer, because the times are meant to be written on paper.

To leave without printing, click Cancel, press Esc, or close the window from its title bar.

When No Clients Are Found

If no route produces a sheet, a No Records Found message appears instead, worded for all routes or for the one route you chose. Either no clients are assigned to the route, or none were left after limiting the sheet to scheduled clients. The window stays open so you can change the date, the route, or the options and preview again. You can also clear Show Only Clients Scheduled to Attend on Selected Date, or assign clients to the route on the Contact Information Assessment.

How Printed Sheets Connect to Scan Times

Each route’s sheet carries a reference number in the bottom margin, after the words “ElderSuite Ref #”. ElderSuite records which client printed on which line, so when completed sheets are scanned back in, each handwritten time lands on the right client, even if your client list has changed since printing. See How to Scan Attendance & Transportation Times in ElderSuite.

If ElderSuite can’t store a route’s reference record, for example during a connection problem, that route still prints but without the footer, and a warning names the route before the Report Viewer opens. Those sheets can still be scanned, but their times are matched by client name, which is less certain. Once the connection recovers, print the named routes again for the same date.

⚠ Keep the Bottom Margin Clear

The reference number in the bottom margin is how a scanned sheet’s times are matched to the right clients. Don’t trim, cover, or write over the bottom margin. If the reference can’t be read, the scan falls back to matching by client name, so check those lines closely before saving.

💡 Need More Help?

For step-by-step instructions, click Ask Eddie from within ElderSuite.