Scheduling
Build the week once, then only touch what changes
A week grid with your caregivers as rows. Conflicts are caught as you make them, repeat visits copy forward, and reminders go out before anyone is late.
It is 7:10 on a Monday and someone has called out
Rosa has a sick child. She has four visits today, the first one at 8. You are standing in your kitchen with a phone in one hand, scrolling a group chat, trying to remember who is free before 9am, who has been to Mr. Booker before, and whether the person you are about to text is already booked at 10.
You get it covered. Then at 11 you find out you double-booked someone, because the schedule lives in a spreadsheet you last saved on Friday and in your head, and those two disagreed.
The scheduling problem in a small agency is not building the week. It is rebuilding it at short notice without creating a second problem.
How the week gets built
- 1
Add your clients and caregivers once
Address, care plan, service type and authorized hours per client. Availability and certification dates per caregiver.
- 2
Lay out the week on a grid
Caregivers down the side, days across the top. Drag a visit to move it. The whole week is one screen, not a series of forms.
- 3
Conflicts are flagged as you create them
Double-booking a caregiver, or scheduling someone outside their stated availability, is caught at the moment you do it.
- 4
Next week starts from this week
Recurring visits carry forward, so a stable client roster means you are adjusting a schedule rather than typing one.
- 5
Reminders go out automatically
Push and SMS before the visit. Fewer late arrivals means fewer exceptions to resolve on Monday.
Details that stop the schedule lying to you
Everything runs in your agency's timezone
An agency in Florida runs on Eastern time. Every date boundary, every today's visits list and every payroll week is calculated in your timezone, never the caregiver's device timezone. Get this wrong and a Sunday night visit lands in the wrong pay week, which is exactly the sort of error that costs a whole day to unpick.
One caregiver cannot be in two places at once
Overlapping visits for the same caregiver are flagged in the schedule, and if one somehow gets through, an overlap in the actual check-ins raises an exception. That pattern is a payroll fraud signal as well as a scheduling mistake.
The schedule is what verification is measured against
A late arrival only means something because the system knows when the visit was meant to start. Scheduling is not a separate convenience feature here. It is the baseline that makes a verified visit record meaningful.
Loads fast enough to actually use
A full week for forty caregivers renders in about two seconds. A scheduling screen that takes ten seconds to load is a scheduling screen people avoid, and then the schedule drifts back into the group chat.
What this does not do
- It does not build the schedule for you. No route optimization, no automatic matching of caregivers to clients. At your size those decisions involve who gets on with whom, and you know that. Software guessing at it produces a schedule you then have to unpick.
- Caregivers cannot request shifts or swap with each other yet. They see their schedule, read only. Shift swapping is planned, not shipped, and we would rather say so than imply it exists.
- It is not a billing system. The schedule drives verification and hours. Claims go through your state portal or your biller.
The rest of the product
Visit Verification
GPS and time captured at the door, checked against the schedule, and recorded whether or not the phone cooperates.
Caregiver App
Works with no signal, never blocks a check-in, and lets caregivers see their own verified hours.
Payroll Export
Unresolved visits surface before you export, so nothing is silently dropped from someone's pay.
Exception Management
The queue you open at 8am. Everything that went to plan is already verified and out of your way.
Put next week on one screen
14 day trial. No card required. The clock starts at your first caregiver check-in.