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To track team subsistence and give team members the ability to claim a subsistence allowance you can use the Todo List activity type ([[Power List Features|Power Lists)]].
To track team subsistence and give team members the ability to claim a subsistence allowance you can use the Todo List activity type (see for more general information of all the features of our [[Power List Features|Power Lists)]].


First the scenario: you have a team that travels. Normally food is provided, but if for some reason food cannot be provided, they can claim a subsistence amount of, say $40 for the meal. This can happen before or after. You want to use the EventR platform to help manage this. This page will explain in detail how to set this up.
First the scenario: you have a team that travels. Normally food is provided, but if for some reason food cannot be provided, they can claim a subsistence amount of, say $40 for the meal. This can happen before or after. You want to use the EventR platform to help manage this. This page will explain in detail how to set this up.
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Clear the Start date and Due. This will stop the Activity appearing on the home screen. We recommend creating an [[Activity Category Tags|Activity category]] called "Allowances" with a suitable icon. This will create a category on the Summary Screen:
Clear the Start date and Due. This will stop the Activity appearing on the home screen. We recommend creating an [[Activity Category Tags|Activity category]] called "Allowances" with a suitable icon. This will create a category on the Summary Screen:
[[File:Custom Allowances Category of Power List on the Summary Screeen.jpg|alt=Custom Allowances Category of Power List on the Summary Screeen|thumb|Custom Allowances Category of Power List on the Summary Screeen]]
[[File:Custom Allowances Category of Power List on the Summary Screeen.jpg|alt=Custom Allowances Category of Power List on the Summary Screeen|thumb|Custom Allowances Category of Power List on the Summary Screeen|center|273x273px]]




Make an entry called "Monday $40", and assign the cost $40. Ensure the [[Activity visibility levels|activity visibility]] is set to '''Private''' - this means other users cannot see what each other claimed, only the Coordinator and them.
 
[[File:Meal Allowance Setup screen pt 1.png|center|thumb|Meal allowance set up in ECH]]
 
 
Make an entry called "|<nowiki>{{EventDate}}</nowiki>", then create the meals and assign the costs to them. Ensure the [[Activity visibility levels|activity visibility]] is set to '''Private''' - this means other users cannot see what each other claimed, only the Coordinator and them.
[[File:Fully set up meal allowance for 2 days in Coordinator.png|alt=Dated Multi column Configuration for Meal Allowances|center|thumb|Dated Multi column Configuration for Meal Allowances]]
Now scroll down and add each user as a separate entry:
Now scroll down and add each user as a separate entry:
[[File:Assigning people to claim meal allowances.png|center|thumb|Assigning people to claim meal allowances]]
[[File:Assigning people to claim meal allowances.png|center|thumb|Assigning people to claim meal allowances]]
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Save your Allowances, and update the app.
Save your Allowances, and update the app.


Now open the app as a user you assigned the meal allowance to. It should look something like this:
Now open the app as a user you assigned the meal allowance to and go to the summary screen. It should look something like this:
[[File:Meal Allowance on Home Screen.png|center|thumb|420x420px|Meal Allowance on Home Screen]]
[[File:Custom Allowances Category of Power List on the Summary Screeen.jpg|alt=Custom Allowances Category of Power List on the Summary Screeen|thumb|Custom Allowances Category of Power List on the Summary Screeen|center|273x273px]]
Tap on the Meal Allowance, and you can claim the Monday - $40 Item like so:
Tap on the Meal Allowance, and you can claim the meal allowance like so:
[[File:Claim Meal Allowances in App Pt2.png|center|thumb|424x424px|Claim Meal Allowances in App Pt2]]
[[File:How the App shows the Meal Allowances.png|alt=Meal Allowance Configured in the EventR App|center|thumb|Meal Allowance Configured in the EventR App]]
[[File:View Checklist button.png|thumb|View Status button]]
[[File:View Checklist button.png|thumb|View Status button]]
As soon as box is ticked you can tap the "View Status" button to show the report of what has happened.
As soon as box is ticked you can tap the "View Status" button to show the report of what has happened.


The report has a number of options at the top. Select "Completed" and "User Updates", and any user who has claimed will show on the page. There is a sub total if multiple days have been added per user, and an overall total. All these prices are registered in the cost model.
The report has a number of options at the top. Select "Completed" and "User Updates", and any user who has claimed will show on the page. There is a sub total if multiple days have been added per user, and an overall total. All these prices are registered in the cost model.
[[File:Power List showing Meal Allowance with Audit history.png|center|thumb|Power List showing Meal Allowance with Audit history]]
[[File:Viewing the meal allowance report in EventR.png|center|thumb|Viewing the meal allowance report in EventR]]
The Log on the right hand side allows you to see all the activity on the Todo List with times. This may help if anything is questioned. Generate PDF will generate a PDF of the page that can be used outside the system to reimburse.
The Log on the right hand side allows you to see all the activity on the Todo List with times. This may help if anything is questioned. Generate PDF will generate a [[:File:Sample Meal Allowance.pdf|PDF]] of the page that can be used outside the system to reimburse.


If you require different amounts to be assigned different members of the team, just create additional Meal Allowances. If you are doing this often, it may be worth making a template itinerary of Meal Allowance Checklists. When you want to use one use the "[[How to build templates - activites, documents etc|Copy between Itineraries]]" feature to add them to your actual event. This will make them very quick to set up.
If you require different amounts to be assigned different members of the team, just create additional Meal Allowances. If you are doing this often, it may be worth making a template itinerary of Meal Allowance Checklists. When you want to use one use the "[[How to build templates - activites, documents etc|Copy between Itineraries]]" feature to add them to your actual event. This will make them very quick to set up.
== Adding more than one claim a day ==
Since Version [[:Category:3.5.0|3.5]] we now support some magic commands in the text to turn the formatting into a Check Box.


== Bonus: Internal Costs ==
== Bonus: Internal Costs ==
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