How to Scan Attendance & Transportation Times in ElderSuite

📝 Overview

Scan Times reads handwritten pickup and drop-off times from completed Daily Transportation Record - Form 3682 sheets and places the recognized times into Attendance & Transportation Records.

The scanned times are not permanently saved during the scan. Review and correct the imported values, then click Save & Close only when the grid matches the paper forms.

⚙ How It Works

1. Prepare Form 3682

Use Form 3682 printed from ElderSuite. Current forms include an ElderSuite reference in the bottom margin that matches each printed line to the client who appeared there when the form was produced.

Keep that reference area clear, write times clearly in dark ink, and scan only pages that belong to the same service date. Pages from different routes can be included in the same scan.

2. Scan the Completed Forms

Open Client Center → Attendance & Transportation Records and click Scan Times. Scan the completed Form 3682 pages and review the processing summary.

Before importing, ElderSuite reports how many clients can receive times and identifies pages or lines it could not import. Confirm the import to place the recognized times into the grid.

3. Review Every Imported Time

Compare every recognized pickup and drop-off time with the original paper sheet. Correct any difference and manually enter any valid time that was not imported.

Nothing is permanently saved until you click Save & Close.

✅ Important Limitations

All pages in one scan must use the same service date. Pages from multiple routes can be scanned together.

The bottom-margin ElderSuite reference is used to match current Form 3682 sheets back to the correct printed clients. If a reference cannot be recognized, that page is not imported.

Attendance times can be changed from Attendance & Transportation Records only while the associated attendance is still Pending. Once it moves beyond Pending, those time cells are read-only and corrections are handled through the Claim Center.

Scan Times may omit a page, client, or time it cannot match reliably. Review the processing messages and compare the imported grid with the original forms before saving.

Retain the original forms according to the documentation and retention requirements that apply to the center.

💡 Need More Help?

For help scanning or reviewing Form 3682 attendance times, open Ask Eddie inside ElderSuite.