Platform · Mileage
Mileage belongs with the work that created it.
Field work creates movement. Phibian is being designed to connect authorized work-related travel to the worker, session, assignment and administrative review surrounding it.
The operational problem
Mileage is usually reconstructed, and everybody knows it.
At the end of a week, a worker sits down and tries to remember where they drove. Addresses get approximated, trips get rounded, and a personal errand in the middle of a working day is genuinely hard to separate out — not because anyone is dishonest, but because the reconstruction happens days later from memory.
Administrators then review numbers they have no way to check, and a reimbursement process that should be routine becomes an uncomfortable negotiation. Meanwhile the organization already has a record of where work happened; it simply lives in a different system than the mileage claim.
How Phibian handles it
Derive movement from the operational record, not from memory.
Phibian already holds an authorized movement trail captured during open work sessions. Mileage is being built on top of that record so trips are derived from what the operation observed — with the same trust rules that govern location everywhere else in the product.
Capture movement in context
Travel is associated with the session, assignment and person it belongs to, rather than arriving as a standalone claim with no operational anchor.
Reduce manual reconstruction
The intent is that a worker reviews and confirms derived travel rather than rebuilding a week of driving from memory.
A cleaner reconciliation path
Administrators get a reviewable derivation with its basis attached, instead of a number they can only accept or dispute.
Workers know what is recorded
The same rules apply as everywhere else: collection happens while clocked in, states are visible, and uncertainty is shown rather than smoothed over.
Bounded and permissioned
Raw location history remains a distinct permission granted to nobody by default, and retention stays bounded and enforced.
Correctable, like everything else
A derived trip is evidence for review, not a verdict. Corrections supersede rather than overwrite.
In the product
One model, two surfaces.
What the worker records is what the supervisor reviews. There is no second entry, and no reconciliation step between the two.
In Admin
Today, administrators can see the authorized movement record and its coverage. Trip derivation, reimbursement rates and approval flows are part of the mileage work in progress.
- Authorized breadcrumb coverage and gaps, available now
- Gaps raised as reviewable exceptions, never as misconduct
- Location policy configured per organization or program
- Trip derivation and reimbursement workflow: in development
For the Worker
The worker-facing part of mileage follows the product’s trust rules: nothing is collected outside a shift, and the worker can see what exists about them.
- Movement collected while clocked in only
- Clear statement of what is being recorded, and why
- Review and correction rather than silent submission
- Confirmation workflow: in development
How it connects
Nothing here is a standalone product.
The value is not the capability on its own — it is what happens when this record is continuous with the rest of the operation.
Field supplies the authorized trail
Mileage does not introduce a new collection mechanism — it reads the movement record the field capability already produces under policy.
Time supplies the session boundary
A trip belongs to an open work session, which is what keeps “work-related” a defined condition rather than a judgement call.
Compliance supplies the review
Derived travel becomes reviewable evidence with its basis attached, inside the existing exception and correction workflows.
Payroll consumes the outcome
Approved reimbursement is designed to leave Phibian the same way approved time does — as a snapshot, into the system that pays people.