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Follow up on the latest improvements and updates.
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We're excited to introduce our new Job Board feature, making it easier than ever to fill open shifts and connect caregivers with available work opportunities. Here's how it works:
Posting Open Shifts (Web Application)
Creating an Open Shift Post
When you have an unassigned shift, you can now post it to the Job Board directly from the shift details page. You have two options:
- Post a single shift
- Post the shift and all its future occurrences
If you choose to post "this and all following shifts", the system will automatically create a new schedule ID for these shifts. This helps us keep everything organized behind the scenes while maintaining a seamless experience for caregivers.
Targeting the Right Caregivers
While creating your post, you'll see a multi-select dropdown where you can choose which employee roles should see this opportunity. For example, you may only want people with the "Caregiver" role to see a particular shift. This ensures the right caregivers are seeing relevant opportunities.
- Note:Future enhancements to help target open shifts using AI are on the roadmap. These improvements will help match shifts with the most suitable caregivers based on their skills, experience, and preferences.
Adding Incentives
Need to make a shift more attractive? You can now add pay rate modifiers to unassigned shifts before posting them. These modifiers will be visible to caregivers when they view the shift, helping to incentivize coverage for harder-to-fill shifts. This works for:
- Hourly shifts (showing the modified hourly rate)
- Live-in shifts (showing the modified daily/weekly rate)
- Visit-based shifts (showing the modified hourly rate)
Monitoring Your Posts
On the shift detail page, you'll find a new open shift tile that shows you:
- How many caregivers have viewed the post
- How many have marked themselves as "not interested"
- An option to withdraw the post if needed
- A system generated summary of client profile and care needs
If you need to withdraw an open shift post, just click the withdraw button. The shift(s) will return to an "unassigned" status.
Finding and Claiming Shifts (Mobile App)
Browsing Open Shifts
Caregivers will see a new Job Board tab in their mobile app that lists of all open and claimed shifts, ordered by date with quick-view information including:
- Client name
- Whether it's a one-time or recurring shift
- Pay rate (except for visit-based shifts)
Getting More Details
Tapping on a shift reveals:
- Detailed care tasks
- Specific shift requirements
- Complete schedule information
- For recurring shifts, the full pattern of occurrences
Responding to Shifts
Caregivers have two options when viewing a shift:
- Claim the shift - This immediately adds it to their schedule
- Mark as "Not Interested" - This removes it from their view
When claiming a recurring shift, they'll get all future occurrences of that shift automatically added to their schedule.
Notifications & Updates
Staying Informed
The system automatically sends notifications in several situations:
- When new shifts matching a caregiver's role are posted
- When a shift is claimed (notifying other employees with the same role as the post author)
Don't want these notifications? No problem - they can be muted in your account settings.
Automatic Cleanup
To keep things tidy, the system automatically handles a few situations:
- If a shift's start time passes, it's automatically removed from the Job Board and returns to "unassigned"
- If every qualified caregiver marks themselves as "not interested," the shift is removed and returns to "unassigned"
This new system is designed to make filling open shifts easier and more efficient for everyone. Schedulers get better tools for managing coverage, while caregivers get an easy way to find additional work opportunities to increase their hours.
Fixes and Improvements
- Filter, page position, and row expansions are now remembered throughout a user's session, meaning anytime they navigate back to the billing items table the last view will be restored.
- A "Reset" button has been added to the top of the table so that users can revert back to the first page of an empty filter state. The date range is still maintained.
- Native app shift detail pages now include shift method (Hourly, Live-In, Visit-Based). If "Live-In", the duration is "All Day"
Implementation Note:
This feature is available at no additional cost but requires configuration by the Careswitch team for your workspace. To activate these new payroll features, please contact our support team with the following information:
- Your payroll frequency (weekly, bi-weekly, etc.)
- The historical date from which you'd like your payroll records backfilled
Our team will configure your workspace and notify you once the features are ready for use.
Introducing Payroll Runs
Dedicated Payroll Page
We've launched a centralized payroll management system that transforms how you process your payroll. The new payroll page provides a clear overview of all your Payroll Runs, with each run showing its current status (Draft, Processing, or Paid). You'll find comprehensive summaries showing total hours and amounts for regular time, overtime, double time, and travel time.
Each Payroll Run displays an intuitive progress bar that helps you track:
- Green segments showing approved shifts ready for export
- Orange segments indicating shifts pending review
- Blue segments representing projected (upcoming) shifts
This visual system helps you quickly identify which Payroll Runs need attention and track your progress through the payroll process.
Status Changes and Pay Period Locking
Once you've completed processing a Payroll Run, you can mark it as "Paid" to prevent accidental modifications. This creates a reliable audit trail and ensures that processed payroll remains consistent with what was exported to your payroll provider.
- Complete approval of all items is required to change status from Draft to Processing or Paid
- Once a Payroll Run is marked as Processing or Paid, all payable items are locked against further changes
- Status changes are permanent unless manually unlocked by system administrators
- This ensures exported data remains consistent with your payroll provider's records
Export Behavior
To ensure accuracy in overtime calculations and maintain data consistency, the export process includes important safeguards:
- All payable line items in a Payroll Run will be exported, regardless of approval status
- A warning is displayed before export if unapproved items exist
- The warning notes that the export may become outdated if unapproved items are modified later
Timesheet Management
Accessible Timesheet Views
Employee timesheets are now available in two convenient locations:
- Within Payroll Runs: Access and manage timesheets in the context of specific pay periods
- On Professional Profiles: View an employee's complete timesheet history through a new dedicated payroll tab
This dual access ensures you can review timesheets in the context that makes most sense for your task - whether you're processing payroll or reviewing an individual employee's history.
Visual Timeline Interface
Each employee's timesheet now features a visual timeline that makes it easy to understand their work patterns and overtime. The timeline uses a color-coded system:
- Light gray blocks represents travel time
- Dark gray blocks represent regular working hours
- Yellow blocks indicate overtime hours
- Red blocks show double overtime periods
You can hover over any time block to see detailed shift information, making it simple to track hours and verify accuracy.
Multi-Period Shift Handling
The system now automatically handles shifts that cross pay period boundaries. When a shift spans multiple pay periods, it's automatically split and allocated to the appropriate periods while maintaining accurate overtime calculations. This ensures accurate payment without manual intervention.
Change Protection
The system includes safeguards to prevent unintended changes:
- Warning prompts when editing rates, durations, or amounts that would affect previously approved items (like overtime calculations)
- Alerts when modifications to one shift would impact other approved shifts
- Hard prevention of any changes to locked Payroll Runs (those marked as Processing or Paid)
Canceled Shift Management
We've introduced new flexibility in handling canceled shifts:
- Option to mark canceled shifts as payable while canceling
- Ability to adjust payable hours after cancellation
- Support for partial pay scenarios (such as show-up pay in California)
- Clear documentation of cancellation reasons and pay decisions
Dismissed Employee Processing
When an employee is terminated, the system automatically creates a special "dismissal payroll run" that consolidates all their outstanding pay from current and previous pay periods. This separation makes it easy to process final paychecks without affecting your regular payroll cycle.
Select a professional status within the "Inactive" stage to inactive to initiate a dismissal payroll.
Automated Review & Approval System
AI-Powered Shift Review
Building on our successful billing review system, we've expanded our AI capabilities to include payroll processing. This enhancement brings the same level of automation and accuracy to your payroll workflow that you've experienced with billing. How it works:
Rule Configuration
- In your workspace settings, each AI rule now has checkboxes for "Apply to Billing" and "Apply to Payroll"
- Rules can be set as blocking or non-blocking independently for each function
- Example: A late clock-in rule could be blocking for billing but non-blocking for payroll
- Rules can be configured to check both billing and payroll simultaneously, streamlining the review process
Shift Processing
- When a shift is completed, the AI automatically reviews both billable and payable items
- Payable items are always added to timesheets to ensure complete overtime calculations
- Billable items must pass all rules before being automatically added to invoices
- Items can be approved independently - a shift might be approved for payroll but held for billing review, or vice versa
Exception Handling
The new shift detail page now shows exceptions exactly where they matter:
- Billing exceptions appear directly on the billable item card
- Payroll exceptions appear on the payable item card
- Each exception is clearly labeled as blocking, non-blocking, or resolved
- Users can click exceptions to see the AI's detailed analysis
- All historical exception resolutions are maintained for audit purposes
Resolution Process
When addressing exceptions:
- Edit the relevant item (billable or payable)
- Click "AI Review" to trigger a new evaluation
- The system checks both billing and payroll criteria
- Successfully resolved exceptions are marked as "Resolved"
- Items are automatically added to timesheets once approved
Manual Review Controls
You can approve individual payroll items or completed shifts in 3 different places:
- Shift detail page
- Professional profile > Payroll tab
- Payroll Run > Timesheet
The system maintains the integrity of your approvals by warning you when changes might affect other approved items. For example, if you modify a pay rate that would affect an approved overtime calculation, you'll receive a detailed warning explaining the impact before proceeding.
Enhanced AI Shift Review System
New Data Points for Review
The AI system now evaluates an expanded set of data points when reviewing shifts, enabling more sophisticated and accurate automated reviews.
Payroll Data
- Regular Time (rates, hours, and pay)
- Overtime (rates, hours, and pay)
- Double Overtime (rates, hours, and pay)
Professional Profiles
- Caregiver Tags (e.g., "MVP" "Training")
- Caregiver Stage (e.g., "Active" "Onboarding")
- Caregiver Status (e.g., "Excelling", "Performance Concern")
Client Profiles & Service Information
- Client Tags (e.g., "Rural Area", "High Risk", "Priority")
- Service Stage (e.g., "Active", "Transition")
- Service Status (e.g., "Needs Attention", "Ending Soon")
Communication
- Caregiver Comments (from shift activity feed)
- Office Staff Comments (from shift activity feed)
Example Rules
Our AI system becomes more powerful when configured with rules that match your agency's workflows. Here are example rules showing how to combine data points for common home care scenarios.
Care Documentation Review Rules
New Client Shift Review
- IF service stage is "Active"
- AND client status is "New"
- Require care documentation review
Care Summary Keywords
- IF caregiver comments include "fall" or "pain" or "medication change"
- Require care documentation review
Hospital Discharge Notes
- IF client tag is "Post Hospital"
- AND service stage is "Active"
- Require care documentation review
Billing Review Rules
Priority Client Verification
- IF client tag is "Priority"
- OR service status is "Needs Attention"
- Block billing approval
Late Visit Rule
- IF clock in is more than 15 minutes late
- AND client tag is "Priority"
- Block billing approval
Payroll Review Rules
Rural Travel Verification
- IF client tag is "Rural Area"
- AND shift includes travel time
- Block payroll approval until mileage documented
Training Period Pay
- IF caregiver tag is "Training"
- AND recorded time is not exactly the scheduled time
- Block payroll approval
Overtime Review
- IF regular hours exceed 40 in work week
- AND caregiver status is "Performance Concern"
- Block payroll approval
Building Your Rules
Consider creating rules that check for:
- Important keywords in care documentation (falls, medications, pain, etc.)
- Proper travel time and mileage documentation
- Correct pay rates for training periods
- Late or missed visits for priority clients
- Complete care documentation for new clients or after hospital discharge
Share Your Success
We're building a community of innovative home care agencies who are using AI rules to improve their operations. Have you created rules that are making a real difference in your agency? We'd love to hear about them! Your insights could help agencies like yours save time, improve compliance, and deliver better care.
Contact our support team to schedule a consultation for building effective rules, or to share rules that are working well for your agency.
Export AI Service Forms as PDFs
Transform any AI-generated service form into a professional PDF document with our new export functionality.
Look for the export button in the top-right corner of your form views.
- Download directly to your computer for immediate use
- Optionally save to client's documents tab for easy record keeping
- Assessments and Care Plans must be signed to export
- Intakes must be marked as completed to export
Improved Shift Hover Cards
Now when you hover over any shift in a calendar view, you'll instantly see:
- Scheduled start day, date
- Scheduled clock in/out times
- Billable and payable clock in/out times
- Billable and payable total time (excluding travel time)
- Status-specific shift actions (edit, cancel, configure assignment, etc.)
Find the new hover cards across all calendar views:
- Primary Navigation > Shifts tab > Calendar view
- Care Recipient Profile > Schedule tab > Calendar view
- Professional Profile > Schedule tab > Calendar view
Additional Improvements
- Fixed AI assistant shift summary functionality
- Fixed issue with AI assistant chat attachments not uploading properly
- Added "None" option for workspace chat in roles and permissions settings
- Fixed "matching criteria" filter for complete/incomplete status
Navigation and Terminology Updates
- Introduced a new primary navigation item called "Recruiting"
- Renamed "Employees" primary navigation item to "Workforce"
- Renamed "Employee profiles" to "Professional profiles" to reflect their flexibility between recruiting and workforce
Professional Lifecycles
- Added a new lifecycle called "Professionals" in workspace settings
- The professional lifecycle contains fixed stages with customizable statuses per stage
- Stages and statuses can be applied to professional profiles to track their journey from recruiting through employment
- Each stage has automated rules for workspace access and shift eligibility
- Default statuses are provided for each stage, which can be adjusted to fit agency processes
Professional Profiles Management
Creating Professionals
Enhanced profile creation process with new features and default settings:
- By default, new profiles have access to the workspace with visibility limited to their own profile and chat functionality
- Initial permissions are set to the lowest possible settings for security
- Custom roles can be created to control access levels for new professionals:
- Configure permissions as needed (more or less access)
- Apply custom roles to professional profiles (e.g., create and apply a "Prospect" role)
Profile creation source determines initial stage:
- Profiles created from "Recruiting" default to "Prospect" stage
- Profiles created from "Workforce" default to "Onboarding" stage
New communication features during profile creation:
- Compose and send personalized invite messages to new professionals
- Create updates to share with your team about the new professional
- All updates are automatically added to the professional's activity feed for future reference
Status Change Updates
Enhanced status change process for professional profiles:
- Stage and status can now be modified via a convenient dropdown menu located on the top right of the professional profile page
- Users are prompted to add an optional written update when changing a professional's status, encouraging detailed documentation
- Additionally, users can select specific team members to notify about the status change
- This streamlined feature promotes better communication and comprehensive documentation of professional lifecycle changes
Seamless transition between recruiting and workforce:
- When moving a profile from a recruiting stage to a workforce stage, the system intelligently prompts for completion of any missing employment details
- This ensures all necessary information is captured at the appropriate stage of the professional's journey
Recruiting and Workforce Tables
- Updated Workforce table (formerly Employees) and added new Recruiting table
- Both tables feature clickable tiles showing profile counts per stage
- New filters added to help organize and find professional data
Fixes and Improvements
- Integrated support for OnPay payroll exports, streamlining payroll processes
- Corrected rate display issues on care recipient service detail pages.
- Added more qualification types to the Employee dropdown
- Implemented automatic unassignment of professionals from upcoming shifts when moved to inactive stage
- Native apps now require explanations for early or late clock-ins/outs
- Resolved issues with the send message button on the shift detail page
Refined shifts calendar view:
- Filtered out services not in Enrollment, Active, or Transitioned stages
- Care recipients without a service in these stages will not appear in the shifts calendar view
Standardized the "Create Service" form in care recipient profiles:
- Now matches the create service functionality from Sales and Care Recipient tables
- Provides a consistent user experience across different areas of the platform
We have released a new Custom Profile Tags feature, designed to enhance your ability to categorize and organize profiles within your workspace.
- Tailored Categorization:Create tags that align with your agency's specific needs and workflows.
- Improved Profile Management:Easily apply and manage tags across different profile types.
- Streamlined Searching:Utilize the new filtering options to quickly locate profiles based on custom criteria.
- Visual Organization:Color-coded tags provide at-a-glance categorization of your profiles.
Custom Tags & Application
- Create Custom Tags:In workspace settings, you can now create custom tags for Care Recipient, Employee, and Contact profiles.
- Tag Customization:Each tag includes a name, description, and color selection for easy visual identification.
Profile Tag Application
- Apply Tags:A new "Add Tag" button has been added below the profile name on individual profile pages.
- Multi-select Functionality:Apply multiple tags to a single profile for comprehensive categorization.
- Quick Removal:Clear all tags from a profile with a single click using the "Clear All" option.
Tag Visibility & Filtering
- Enhanced Profile Views:Tags are now visible on individual profile pages and in profile tables.
- New Filter Option:A multi-select filter for profile tags has been added to the profile tables for Care Recipients, Employees, and Contacts.
- Efficient Organization:Quickly find and organize profiles based on your custom categorizations.
We believe this new feature will significantly enhance your ability to manage and organize profiles within your workspace. As always, we welcome your feedback and suggestions for further improvements.
We’ve made significant updates to streamline service management, enhancing the integration between sales, care planning, and delivery. Here's what’s new:
Unified Service Management
- Client Services:We've simplified how you manage care by eliminating "Referral Profiles" and adopting a unified service model. Instead of managing separate profiles for referrals and care recipients, the focus is now on the services your business provides. This shift streamlines collaboration between sales and clinical teams, enabling them to work together mo
Example: A client receiving hourly care is interested in adding physical therapy services. The sales team can create and manage the new physical therapy service within the same client profile, while the clinical team continues to oversee and track the client’s existing care. Both teams can work independently—sales focusing on closing the new service, and clinical managing the ongoing care—without overlap, but with full visibility into the client's overall care journey.
- Toggle Between Services and Profiles:You can now toggle between “Services” and “Profiles” when selecting "Care Recipients" in the primary navigation.
- Updated Sales Navigation:The "Sales" primary navigation no longer displays referral profiles; instead, it features a table of services associated with care recipient profiles.
- Service Lifecycle Insight Tiles:Each service table, in Sales and Care Recipients tabs, now features tiles showing the number of services in each stage of the service lifecycle, providing clear visibility into progress.
- Create Services:You can now create a new service directly from the "Sales" or "Care Recipients" tabs, either by selecting an existing care recipient or creating a new profile.
AI-Powered Intake Form and Refreshed Service Detail Page
We're excited to introduce our new AI-powered intake form, designed to streamline the client onboarding process. You can customize the default intake form by navigating to Workspace Settings > Forms for your sales team.
- Seamless Intake Documentation:To enter a new intake, simply go to the client's service page and select Intake. You'll be guided to the intake form, where AI can assist you in completing it—just like with our Assessment and Care Plan forms.
- Version Control for Intakes:Keep track of changes over time with versioning, now available for intakes, just like with all our other AI-generated forms.
- Effortless Assessment Generation:Once the intake is completed, head over to the Assessment section for the same service and click Generate from Intake. AI will instantly create a comprehensive nursing assessment based on the intake data.
Redesigned Service Detail Page
The service detail page has been redesigned for smoother workflows and improved collaboration.
- Direct Editing:You can now edit the service name, start date, and end date directly from the main service detail page.
- Service Line Template:Quickly change the Service Line Template directly from the service details page.
- Service Stage/Status Updates:Manage the service stage or status directly within the service details.
- Consolidated Forms:AI-powered forms, including intake forms, assessments, and care plans, are now housed on the service detail page.
- Latest Forms Displayed:The service detail page now only displays the most recent version of each form (intake, assessment, care plan) for a cleaner, more streamlined view.
- Form Versions:Historical versions of forms can still be accessed directly on the form itself, but are no longer shown on the service detail page.
Workspace Settings Changes
Lifecycles
- Renamed:The Lifecycle for "Referrals" is now the Lifecycle for "Services," better reflecting the complete journey of a service from sales to care management and delivery.
- Custom Statuses:You can now configure custom statuses for each stage of the service lifecycle to suit your agency’s needs.
Forms
- New AI Intake Template:Added the AI-powered intake form template under Workspace Settings > Forms.
- Renamed:"AI Forms" to “Forms.”
Service Lines
- Default Service Line Template:A "Default" flag has been added to service templates. The default template is auto-applied when creating a new client service or workspace service line template.
- Renamed:"Service Templates" to “Service Lines.”
Roles
- Clarified Permissions:Users with "View" Care Recipient Services can view services, while only those with "Manage" Care Recipient Services have the ability to make updates.
Improved Payable Details on Shifts
We've enhanced the payable details section within shift details to provide greater transparency into how caregiver time is calculated. Key updates include:
- Detailed Time Entries:The start and stop times for regular time, travel time, and overtime are now displayed for greater clarity.
- Overtime Breakdown:If applicable, overtime details are shown in the payable section, with hoverable tooltips that explain how overtime is calculated based on your workspace settings.
- Captured Time vs. Payable Items:The shift details page now clearly displays the time captured by the caregiver (next to the clock icon), along with the time tracking mode your workspace uses (Recorded, Actual, or Scheduled). Below the captured time, you’ll find the payable items with their respective start and stop times, if applicable. This allows you to quickly compare what was originally captured versus any adjustments made to the payable items.
- Higher Likelihood of Overtime:Since travel time now counts towards overtime calculations, caregivers who log frequent travel time (e.g., 30 minutes per shift) are more likely to accrue overtime.
Chat Improvements
- Persistent Channel List: Easily switch between conversations with a new persistent channel list, defaulting to the channel with the latest activity when you access the Chat tab from the primary navigation.
- Unread Message Badges: Stay informed with unread message badges for all channels.
- Primary Navigation Badge: Keep track of new messages with an unread messages badge on the primary workspace navigation.
- Direct Messaging: A new button on employee profiles now allows you to message any active employee directly, facilitating seamless communication.
Fixes & Improvements
- Billing Items Table Filter: Resolved an issue preventing filters from working correctly on the billing items table.
- Page Reset Fix: Fixed a bug that was resetting the billing items page when an action was taken on an item in the table.
New Referral Tracking Features
We're excited to introduce new features that enable businesses to capture and track referrals before they become care recipients. This is the first of many sales features we plan to release in the coming months.
Introducing Referral Profiles
Efficiently gather information and track the status of potential clients.
- New Profile Type:Added a new workspace profile type called "Referral." Designed to help your sales and intake team gather information about potential care recipients before they sign up for services.
- Profile Structure:Referral profiles do not have a services tab, unlike Care Recipient profiles. Services cannot be created for referrals until they are converted to Care Recipients.
- Conversion Process:Once a referral is "won," you can convert the referral profile to a care recipient profile and create services to provide care. All information gathered on the referral profile will be retained when converted to a care recipient.
Tracking Referral Progress
Easily monitor and update referral statuses through the sales lifecycle.
- Status Switcher:Located at the top right of Referral profiles, the new profile status switcher allows you to change the status of a referral at any time.
- Organized Statuses:Profile statuses are grouped by stages to help organize and track referrals efficiently. The flexible status system allows any status to be applied to any profile, regardless of its current status.
- Customizable Statuses:Statuses can be customized in the workspace settings. More information about creating custom statuses can be found below.
Notification of Status Changes
Keep your team informed when a referral's status changes.
- Team Notifications:When changing the status of a referral profile, you can optionally write an update and select team members to notify. Selected employees will receive a notification that links directly to the updated referral profile.
- Enhanced Activity Feed:The activity tab on referral profiles now includes all status change events, providing better visibility and audit trails.
Sales Tab in Workspace Navigation
Centralized access to referral profiles under the new Sales tab.
- Sales Tab Access:Referral profiles can now be accessed from the primary navigation under a new tab called "Sales."
- Referral Profiles Table:The sales tab contains a table listing all referral profiles in your workspace, categorized by sales stage and status. New referral profiles can be created by selecting "Create" at the top right of the sales page.
- Sales Stage Overview:The top of the sales page displays the number of referral profiles in each sales stage. Filter referral profiles by selecting the tiles at the top of the page, with additional filtering options by referral profile status.
- Access Control:Configure who can access the workspace sales tab in Workspace Settings: Roles
Configuring Profile Lifecycles
Enhance your sales process with structured and customizable profile lifecycles.
- New Category:Added a new category to workspace settings called "Profile Lifecycles," starting with Referral profiles.
- Structured Stages and Statuses:Profile lifecycles contain hard-coded stages that provide structure and organization to the sales process. Each stage includes a set of default, hard-coded statuses that your business can use to indicate a profile's status in the sales process.
- Custom Status Options:You can create custom statuses within each stage, including naming the status and selecting a color.
AI Improvements
- Expanded Shift Edit Functions:Introduced new AI capabilities to assist with managing billable and payable shift data, including rates and rate modifiers. This enhancement streamlines the process of editing and correcting shifts during the shift review process.
- Automated Creation of Care Tasks:Added AI functionality to automatically create care tasks based on client needs and care plans. This improvement enhances efficiency and accuracy during care plan creation.
Important Update: Mobile Clock In/Out Changes
- Effective August 9:We will no longer support clocking in/out using mobile web browsers. Instead, we are releasing support for iOS 16, extending compatibility to iPhone 8 and newer models.
- Enhanced User Experience:Users on older devices will now benefit from improved features, including push notifications, offline mode, and better accessibility.
Fixes and Improvements
- Resolved an issue where shifts were incorrectly marked as having no caregiver.
- Addressed an issue where shifts marked as "late" were not transitioning to "in progress" upon clock-in.
- Fixed a bug preventing the creation of shifts using AI
AI Caregiver Matching
We’re excited to introduce a new AI feature designed to streamline client and caregiver matching. With our latest update, you can now leverage Looper, our AI assistant, to recommend caregivers directly from the Configure Assignment page.
How It Works:
- Navigate to an unassigned shift and select "Configure Assignment > Manual".
- On the configure assignment page, you will see a new "Recommend Caregivers" button below the select Employee dropdown.
- Click this button, and Looper will analyze the client’s schedule, caregiver availability, location, and matching criteria to recommend the best caregiver.
- A single caregiver will be recommended, along with an explanation of why the AI selected this caregiver as the best match for the assignment.
- You can then choose to assign the recommended caregiver to the shift.
AI Manage Shifts
We’ve expanded Looper’s functionality to enhance shift management. The AI Assistant now supports:
- Cancelling, restoring, and deleting shifts.
- Configuring assignments, including offering shifts, scheduling or removing caregivers, and making shifts tentative.
- Editing shift dates, times, and frequencies.
Bill Rate Modifiers
Our new Bill Rate Modifiers feature allows you to categorize, track, and adjust default bill rates on care recipient schedules. For instance, you can apply a modifier to increase the hourly billable rate based on location.
How It Works:
- Navigate to Workspace Settings > Rate Modifiers to create and manage modifiers.
- When creating a schedule, select the appropriate bill rate modifier.
- The modifier will be visible on the shift detail page and included in all profit calculations.
New Late Shift Status
We have introduced a new "Late" shift status to visually indicate when caregivers have not clocked in yet.
- On the shift detail for late shifts, there is a "Notify Caregiver" button to send a reminder to the caregiver to clock in.
- The late status is triggered and the first notification is sent to the caregiver 5 minutes after the start of the shift.
Late Shift Rules:
- If the caregiver never clocks in and the shift ends, the shift transitions to "Incomplete."
- If the caregiver clocks in, the shift transitions to "In Progress."
New Tentative Shift Status
The "Tentative" shift status allows you to assign caregivers to shifts without notifying them. Tentatively assigned shifts are invisible to caregivers in their mobile app until confirmed by office staff.
How It Works:
- Assign a caregiver tentatively by selecting "Configure Assignment" and choosing the tentative option.
- The shift status updates to tentative upon saving.
- Finalize the assignment by switching the status from tentative to scheduled via "Configure Assignment" or using Looper to convert tentative shifts to scheduled.
Tentative Shift Rules:
- If not scheduled by the clock-in time, the shift remains tentative.
- If not scheduled by the clock-out time, the shift converts to "Incomplete."
- Tentative shifts do not become "Late" as caregivers are not notified.
New Paylocity Payroll Export
We’ve added support for Paylocity payroll exports. Access these by navigating to shifts, selecting the export icon, and choosing "Spreadsheet." Note that only completed shifts within the selected date range are included.
Fixes and Improvements
- Fixed a bug that prevented care task colors from appearing on the shift detail page.
- Fixed a bug that caused invoice line items to render improperly.
AI Configure Shift Assignment
We've added a new AI function that allows you to configure shift assignments and offers through a single AI Assistant conversation. This functionality aims to streamline the process, making assignments as natural and efficient as possible by allowing you to instruct the system with natural language instead of filling out forms and inputs.
- Navigate to any shift with the "Configure Assignment" button. Clicking this button reveals two options: Manual or AI Assisted.
- Selecting AI Assisted opens the Looper panel, where you can tell the assistant who you want to assign or ask for recommendations.
- You can set the employee's pay rate, add rate modifiers like bonuses, and assign them to one or all shifts in a series.
Pro Tip:
If you're using the AI schedule creation function, you can seamlessly continue the conversation to assign caregivers without starting a new AI interaction.Financial Targets
Financial targets provide a new way for business owners to guide their staffing teams in achieving financial goals. This feature allows you to set Gross and Net Profit targets for your shifts, ensuring staff make profitable assignments across various service lines, payers, and locations.
How It Works:
- Navigate to workspace settings and select "Financial Targets." Click "Add" to reveal "Net Profit Calculation" and "Gross Profit Calculation."
- Name the calculation, for example; "North" or "Private Pay" or "Personal Care" (based on what makes the most sense for your business).
- Select the shift method and payer types this calculation should apply to. Not making any selections will apply the calculation to all shifts in your workspace.
- For Net Profit Calculations, add unlimited deductions such as COGs or G&A expenses, and enter the amounts.
- Add your target as a percentage or a fixed dollar amount, and save.
- When scheduling shifts, select the net or gross profit calculation to apply.
- Once net and gross profit projections are configured, they appear across your workspace.
Viewing Financial Shift Projections
Configure Assignment Form:
When assigning a caregiver to a shift, gross/net profit projections are shown. You can switch the calculation, and projections update accordingly. Caregiver pay rate impacts on profitability are also displayed.
Shift Detail Page:
Shows projected gross and/or net profit for any shift with an assigned caregiver and selected financial target calculation.
Billing Items Table:
A new tile at the top shows net profit across all shift items in view. Each shift row includes net profit projections, showing profitability down to the shift level.
Note:
If you don't see a net or gross profit calculation on a shift, it may be because the person who created the schedule did not select a profit calculation. Simply edit the shift and add one or apply it through the configure assignment page.Viventium Payroll Export
We have added a new shift export for Viventium Payroll users. Here's how it works:
Employee Profiles:
Ensure Employee External IDs and Departments are added to employee profiles to map Careswitch shift data to Viventium.
Workspace Settings
: A new section for "Departments" allows you to add department codes required by some payroll providers. After adding departments, you can assign them to employee profiles in the employment tab.Adding Employee External IDs:
Navigate to the employee profile > employment tab and select edit to add Employee External IDs for payroll exports.Exporting Shifts for Payroll:
On the Shifts table, click the Export Icon in the top right corner. Choose between Standard and Viventium export options and hit export.
Fixes and Improvements
- Improved Looper (AI) speed and performance with text streaming.
- Added the ability to create custom bill rates during schedule creation for unique cases where default bill rates are not applicable.
- Added an "Add Payer" button on shifts in the billing table for clients with services lacking payers.
- Ability the ability for caregivers to edit or delete care task results for completed shifts that are not on an invoice, to help with care task corrections.
- A risk warning is now shown when payable time is set to scheduled time, indicating that this may result in employees not being compensated accurately for the actual hours worked.
- Resolved a bug causing 404 errors when creating manual invoices.
- Fixed a bug preventing care notes from downloading properly.
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