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Help Centre

Complete documentation for agency operations, staff management, scheduling, billing, and client coordination.

CareMaple Blog

Practical care guidance, product updates, and ideas for better coordination.

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Sign up with your email address and set a secure password, or use a sign-in link.
After signing up, complete the agency setup wizard — it takes about 2 minutes and collects your agency name, care types, and contact details. This promotes your account to agency status and takes you to your Agency Dashboard.
If you were invited to a Care Circle as a caregiver or family member, click the link in the invitation email instead. Your account type is set automatically based on your role — no wizard needed.
After confirming your email, accept the invitation from the Pending Invitations banner on your dashboard.

Sign in with your email and password, or request a magic sign-in link.
After signing in, CareMaple Ops automatically takes you to the right place: agency coordinators land on the Agency Dashboard, caregivers land on My Day, and family members land on the Family Dashboard.
There is no need to select your role at sign-in — your dashboard is determined by your account type, which is set when you first set up your account or accept an invitation.

When you sign up on ops.caremaple.com and have no existing care circles, CareMaple Ops automatically takes you to the agency setup wizard at /agency/setup.
The wizard has two steps: (1) Your Agency — enter your agency name, select the types of care you provide (Home Care, Nursing, Companion Care, etc.), and choose your approximate client volume; (2) Contact & Location — optionally add phone, city, province, and website.
If your agency provides a care type not listed, select the 'Other' pill and a text field will appear so you can describe it — your custom value is saved alongside your other selections.
Click 'Complete Setup' to finish. Your account is promoted to agency status and you are taken straight to the Agency Dashboard.
If you skip the wizard or need to re-run it, go to ops.caremaple.com/agency/setup directly.

From the Dashboard, click 'New Circle' and enter the name of the person you are caring for.
Creating a Care Circle is reserved for Circle Owners, Primary Contacts, Care Agencies, and Care Coordinators. Caregiver accounts join through an invitation and cannot create circles.
Add optional notes to provide context for your care team.
Each Care Circle represents one care recipient and can have multiple family members and professional caregivers.
Free plan supports 1 circle. Upgrade to Family Plus or Family Pro for more.

Each circle member has a role that controls what they can see and do.
Circle Owner has full control including member management and all settings. Before the family claims the circle, this is the agency account (custodian). After the family accepts the invitation, they become the Circle Owner and the agency becomes the Care Agency.
Care Agency has full care coordination access. They can create tasks, manage appointments, write journal entries, manage and administer medications, upload and delete documents, and invite Primary Contact, Nurse, Care Coordinator, Caregiver, and Guest members.
Care Coordinator can create and manage tasks, appointments, journal entries, documents, manage medications, and invite Caregivers — suitable for agency staff who coordinate day-to-day care.
Primary Contact is the family member responsible for the care recipient. They can create tasks, appointments, write journal entries, manage medications, invite caregivers, and—when the account is not also acting as a Caregiver—set up another Care Circle.
Nurse can manage medications (add and update), complete tasks, write journal entries, and upload documents. Shown with a teal badge.
Caregiver can complete tasks assigned to them, write journal entries, and upload documents. On the Medications page, Caregivers see a 'Record if taken' button — this records whether the client took, refused, or missed a dose after being reminded. Only Care Agencies, Care Coordinators, Nurses, Account Owners, and Primary Contacts can administer a dose using the full clinical form (with vitals and effectiveness).
Guest has read-only access — they can see care activity but cannot create, complete, or edit anything.
Caregivers, Nurses, and Guests see a focused care-delivery view — management tools are hidden from their navigation automatically.

From your Care Circle page, use the invite form to add new members.
Enter their email address and select their role. Account Owner can invite any role. Care Agency and Care Coordinator can invite Primary Contact, Nurse, Caregiver, and Guest. Primary Contacts can invite Caregivers only.
Optionally enter a job title or role description (e.g. Registered Nurse, PSW, Physiotherapist) — it appears alongside their role badge in the member list and helps identify professional caregivers at a glance.
They will receive an email invitation with a link to join.
When they sign in, they will see a Pending Invitations banner on their dashboard — invites must be accepted manually.
Invitations are never auto-accepted. The invited member must click Accept themselves.
Free supports up to 3 members per circle. Family Plus supports up to 10. Family Pro is unlimited.

The Circle Owner can change any member's role using the dropdown next to their name.
For agency-created circles, ownership transfers automatically to the family when they accept the invitation — the agency becomes Care Agency at that point.
Caregivers only see tasks and appointments assigned specifically to them — all other circle data is hidden for privacy.

The Care Circle display name is the label your team uses to identify the circle in the sidebar and across the app.
It is separate from the client's legal name, which lives in the Client Info tab and is used for formal documents like Proof of Care reports.
Circle Owner, Care Agency, Care Coordinator, and Primary Contact can rename the circle at any time: hover over the circle name in the coloured header and click the pencil icon that appears.
Type the new name and press Enter (or click the ✓ button) to save. Press Escape to cancel without saving.

The notes field in the circle header is a short free-text area for anything useful to your care team — shift notes, access instructions, or reminders.
Circle Owner, Care Agency, Care Coordinator, and Primary Contact can edit the notes at any time: hover over the notes area in the header and click the pencil icon that appears.
Type your notes and press ⌘ Enter (Mac) or Ctrl + Enter (Windows), or click the Save button.

When a caregiver accepts their invite and signs in for the first time, CareMaple automatically takes them to their Caregiver Profile page.
The profile opens as a read-only summary — click 'Edit Profile' to fill in preferred working hours and any other details before starting care work, then 'Save Profile' to return to the summary view.
Setting preferred hours immediately ensures their shift window is correctly reflected on the Client Visits schedule from day one.
You can also open any caregiver's profile at any time by clicking the 'Profile' button next to their name on the Care Circle page.
To assign tasks or visits to a caregiver after they join, go to the Tasks tab and use the 'Assigned to' dropdown on each task, or edit any scheduled visit and pick the caregiver from the 'Assigned Caregiver' dropdown.

The Care Team page for each circle includes a Caregiver Documents section — visible to OWNER and FAMILY members only.
Each active caregiver has an expandable card. Click a caregiver's name to expand their document list.
Click 'Upload document' to add a file. Choose the document type: Contract, ID Verification, Background Check, Police Check, Certification, Insurance, Reference Letter, or Other.
Optionally set an expiry date — documents approaching (within 30 days) or past their expiry are flagged with an amber alert in the caregiver's card header, and with the same alert near the top of that caregiver's own Profile page.
OWNER, FAMILY, AGENCY, and CARE_COORDINATOR members also get a one-time email and notification 14 days before a document's expiry date, so a lapsing background check or certification doesn't go unnoticed just because no one happened to open that caregiver's profile that week.
Supported formats: PDF, JPG, PNG, DOCX — up to 20 MB per file.
Click the trash icon next to any document to delete it. Deletion is permanent.

Each caregiver in your circle can have their preferred working hours recorded on their Profile page — click the 'Profile' button next to a caregiver's name on the Care Circle page to open it, then click 'Edit Profile' on the Profile Details card.
In the 'Preferred Working Hours' card, tap a day-of-week button — Mon through Sun — to add it, then choose a start and end time for that day from the dropdowns (30-minute intervals, 12:00 AM to 11:30 PM). Tap the day again to remove it.
Each day's hours are independent, so a caregiver can work a shorter Friday or skip weekends entirely without affecting any other day.
Click 'Save Profile' to record the availability. It appears as a small summary in the caregiver's header, grouping consecutive days that share the same hours: e.g. 'Mon–Thu 9:00 AM – 5:00 PM, Fri 9:00 AM – 1:00 PM'.
When a Family member or Owner edits a scheduled client visit and opens the 'Assigned Caregiver' dropdown, each caregiver's availability is shown inline next to their name — making it easy to assign the right person to each time slot without having to remember everyone's hours.
When you publish a visit schedule in Care Scheduling, these preferred hours automatically become the visit window on each published visit card — no manual time entry needed.

A caregiver or nurse's Profile page shows a 'Performance Snapshot' card — visible to OWNER, FAMILY, AGENCY, CARE_COORDINATOR, and to the caregiver themselves — covering their own Client Visits, Total Hours, Tasks Done, and Appointments Fulfilled, defaulting to the last 90 days.
Click the date range shown in the card's top-right corner to change the window — pick a preset (Last 7/14/30/90 days, Last 6 months, Year to Date, All Time) or set a custom Start Date and End Date, then click Apply.
This is a per-caregiver companion to the circle-wide Care Reliability Score (which covers the whole circle's care, not any one caregiver) — use it to see how one specific person is doing at a glance, over whichever period you're reviewing.

Every Care Circle has a Team Chat tab in the Care Network section of the sidebar.
All active circle members — coordinators and caregivers — can read and send messages. Messages are stored permanently and attached to the client record, making them PIPEDA-compliant and fully auditable.
To send a message, type in the text box at the bottom and press Enter (or Shift+Enter for a new line, up to 2,000 characters). Click the Send button to submit.
Messages appear in real time for everyone in the circle. Your messages appear on the right in indigo; other members' messages appear on the left with the sender's name and time.
Consecutive messages from the same person are grouped together — only the first in each group shows the name and avatar. Hover over a grouped bubble to see its exact timestamp.
If you scroll up to read older messages, a 'N new messages' button appears at the bottom. Click it to jump back to the latest.
When a team member sends a message, an unread count badge appears on the Team Chat nav item in the sidebar. The badge clears automatically when you open chat.
Chat notifications in the bell also link directly to the Team Chat for that circle — tap the notification to jump there instantly.
Use Team Chat for shift handoff conversations, care plan questions, or anything the whole care team needs to see — it keeps client-specific communication off personal messaging apps.

The circle Owner can archive a circle from the Danger Zone section at the bottom of the circle's main page.
Archiving removes the circle from all members' views — no one will see it on their dashboard or circle list.
All data is preserved: tasks, appointments, journal entries, documents, and the full audit trail remain intact.
Archiving cannot be undone from within the app. Contact CareMaple support to restore an archived circle.

At the top of the Client Info tab, 'Import from Existing Care Plan Document' lets you upload a care plan from a hospital, physician, or agency in one step — before you fill in anything else.
Choose your document (PDF, Word, or text), then check 'Also save this document to Plan Documents' if you want to keep it on file — it will appear in your Documents tab under the Care Plan folder.
Click 'Extract Care Information' — CareMaple reads the document and pulls out two things: client details it recognises (diagnosis, allergies, medications, physician, emergency contact, and more) and care activities (tasks and appointments).
Extracted client details appear in a 'Client info found in this document' card. Click 'Apply to Client Info' to fill them in below — only fields that are still blank get filled; anything you've already entered is left untouched. Click 'Dismiss' instead if you'd rather not use what was found.
Extracted activities aren't reviewed here — a short note tells you how many were found and points you to the Care Plan tab, where they appear as a review list. Click 'Configure & Add' on each one to add it to the care plan. If no care plan exists yet for this client, one is created automatically the first time you add an activity.
This tool works best with structured documents — formatted care plans, discharge summaries, or clinical assessment reports.

Client Info stores only the client's basic identity, contact details, home address, and care location. Clinical and person-centred information now lives in Care Plan.
OWNER and FAMILY members can edit the profile. CAREGIVERs and VIEWERs see a read-only summary.
The profile includes identity details, medical information, care team contacts, insurance, and emergency contacts.
All fields in the Identity section are required before you can save.
Click the client's name or icon in the sidebar to jump directly to the Client Info page.
The Full Legal Name stored here is used in Proof of Care reports and formal documents.

When a new client circle is created, a setup checklist appears at the top of the circle home page to help you complete the four most important sections of the client's profile.
The checklist tracks: Emergency Contact, Diagnoses & Allergies, Current Medications, and Care Notes.
Each incomplete item shows an 'Add' button that takes you straight to the relevant page, plus a one-click skip option ('None known', 'No current medications', etc.) if the information genuinely does not apply.
Clicking 'Add →' opens the Client Info page with a purple banner at the top. Fill in the section and click Save — you are returned to the circle home and the setup guide automatically.
Clicking the skip option records an explicit 'not applicable' value so caregivers know the field was considered — not forgotten.
The guide disappears automatically once all four sections are complete. Click × to dismiss it temporarily if you want to fill it in later.

Identity: full legal name, preferred name, date of birth, gender, phone, email, and home address. All identity fields are required.
A separate Care Location field sits below the home address — it is pre-filled from the home address but can be changed if care happens somewhere different.
The Care Location auto-geocodes as you finish typing each field — a green confirmation appears when found.
A geocoded Care Location enables geofenced coverage check-in — CareMaple can verify that caregivers are at the care location when they start a coverage session.
Medical: primary diagnosis, allergies, current medications, blood type, medical record number, and Resuscitation Directive (DNR status).
Care Notes: mobility assistance, dietary needs, special instructions, and Caregiver Compatibility & Client Preferences — a free-text field for recording which caregiver traits the client responds best to (e.g. language, gender, communication style). This institutional knowledge survives staff turnover.
DNR / Resuscitation Directive: select from Not Set, Full Code (all interventions), DNR (Do Not Resuscitate), Comfort Care Only, or AND (Allow Natural Death). Add notes on the location of signed documents.
Clinical details, emergency contacts, preferences, routines, safety measures, and care goals are managed from Care Planning → Care Plan.
The reusable provider directory is under Care Team → Providers. Team Members and Providers are separate URL-backed tabs.
Insurance: provider, policy number, group number.
Emergency Contact: name, phone, relationship.
Click 'Save Client Info' to return immediately to the saved summary. Use the section Edit button or 'Edit Client Info' to make another change.

Set the client's preferred care hours from Care Planning → Scheduling, where the hours sit beside the activities and visit-generation workflow they control.
Tap a day to add it, then choose a start and end time for that day — the same picker used for a caregiver's own Preferred Working Hours. OWNER, AGENCY, CARE_COORDINATOR, and FAMILY can set this.
Once set for a day, these hours drive the timing of that day's scheduled visit — the visit widens to cover both the client's stated hours and every task or appointment actually scheduled that day, so nothing is ever left outside the visit window.
If you haven't set preferred hours for a day, scheduling works exactly as before — driven by the caregiver's own preferred working hours for that day, or by the activity times themselves if neither is set.
Any task, appointment, or medication whose time falls outside the client's preferred hours is flagged on the Care Planning page so it can be reviewed and adjusted.

The Emergency Card is a dedicated read-only page that shows all critical client information on one screen — accessible in seconds without navigating through the full Client Info form.
Click the red 'Emergency Card' button in the top-right of the client info banner (the card showing the client's photo, name, and blood type at the top of the Client Info page). All active circle members (including caregivers) can view it.
It shows: Resuscitation Directive (DNR status — highlighted prominently), emergency contact with clickable phone number, allergies, primary diagnosis and secondary conditions, primary physician with phone, preferred hospital, insurance policy number, and all active medications.
In a crisis, a caregiver can open the Emergency Card in under 3 seconds without scrolling through edit forms.
The Emergency Card reflects whatever is saved in the Client Info tab. Keep Client Info up to date to ensure the Emergency Card is accurate.
A Print button in the top right lets you print the card for a physical binder or home binder.

The Care Planning tab is the central place to define all recurring care activities and store care instructions. Publishing those activities as a live caregiver schedule happens in Care Scheduling — Care Planning defines what care is needed; Care Scheduling is where it becomes real visits.
Account Owner, Primary Contact, Care Agency, and Care Coordinator can view the Care Planning tab; Account Owner and Primary Contact can create and manage it. Caregiver, Nurse, and Guest do not have access — care notes and instructions are private and are not shown to them, either here or on the Client Info page.
A care plan has a status: Draft (being set up) or Active (in use). Activate it by clicking 'Activate Plan' in the gradient header banner at the top of the page.
When a plan is in Draft, a 4-step setup guide appears at the top of the page — it tracks your progress through: Add Activities → Set Up Visit Schedule → Add Care Notes → Activate. Each step is marked green when complete.
Click any step in the guide to jump to that section. The 'Set Up Visit Schedule' step links directly to this client's schedule in Care Scheduling.
Click 'Download Plan' in the care plan header to generate and download a full report of the care plan — including all activities, schedule, and notes — as a formatted document.

The Activity Library section (below the Care Activities list) lets you browse 67 pre-built care activities across 10 categories: Personal Care, Mobility, Nutrition, Medications, Medical Monitoring, Cognitive & Social, Household, Transportation, Appointments, and Safety.
The search bar shows how many activities match — for example '12 of 67 shown'. Click any category pill to filter by type.
Each activity card shows a category icon, name, output type (Task or Appointment), default duration, task type, and default frequency.
Click 'Configure & Add' on any activity to open an inline configuration panel — choose frequency, time of day, duration, output type (Task or Appointment), task type (e.g. Medication Prep, Meals & Nutrition, Hygiene & Personal Care), and which caregiver to assign.
For a 'Once' or 'As Needed' activity, a date field appears (Task Date or Appointment Date) so you can pick exactly when it's due — it defaults to today but can be set to any day going forward. Daily, weekly, and monthly activities don't need this since their dates come from the published visit schedule instead.
For weekly activities, a day-of-week selector appears — click the day buttons (Sun, Mon, Tue, …) to choose which days the activity recurs.
Click 'Add to Plan' in the configuration panel to confirm. Activities added to the plan are marked with a green 'Added ✓' badge in the library.
'As Needed' (PRN) activities create a standing task or appointment immediately, since they aren't tied to a specific visit. Every other frequency (Daily, Weekly, Monthly, Once) becomes a real task or appointment right away too, as long as a caregiver visit schedule has already been published for this client — if one hasn't, publishing it for the first time is what creates the initial batch (see 'Setting up the caregiver visit schedule' below); everything you add after that appears immediately.
If you added an activity by mistake, click the amber 'Undo' button that appears next to the 'Added' badge. Undo removes the activity from the care plan and permanently deletes any tasks or appointments it created — this works even after navigating away and coming back.
Editing an already-added activity — including changing which caregiver it's assigned to, its frequency, or its time of day — regenerates its tasks or appointments immediately to match, so the change shows up right away on the newly assigned caregiver's My Day and disappears from the previous caregiver's. A 'Once' activity keeps its original date across edits unless you change its frequency or time.

The live caregiver schedule is managed from Care Scheduling — not the Care Planning tab. Care Planning defines what care is needed; Care Scheduling is where you publish those activities as a real schedule, and this is also the moment the actual tasks and appointments caregivers see on My Day are created.
Once you have added activities to your care plan, the Care Planning page shows a callout summarising how many care activities are in the plan and a 'Set Up Schedule' button that takes you straight to this client's schedule in Care Scheduling.
In Care Scheduling, click this client's name (Client view) to open their one-pager — a 'Publish Your Caregiver Schedule' card appears there. Pick a start date and click 'Publish Visit Schedule' — this is the only step you ever take manually.
If a care plan activity was never assigned to a specific caregiver, it's automatically assigned to your circle's caregiver when there's only one — no manual assignment needed. If the circle has no caregiver yet, or more than one, that activity's visit stays unassigned until you assign it manually.
CareMaple creates one visit card per caregiver per day — so if two caregivers each have activities on the same day, you see two separate visit cards, one for each. Caregivers receive a 12-hour advance reminder email before each visit.
For every occurrence covered by the schedule, CareMaple also creates the matching task or appointment, due at the activity's configured time on that specific day, assigned to the same caregiver, and linked back to that visit. This is why a caregiver's My Day always matches their actual scheduled visits.
If the client has Preferred Care Hours set for that day (on the Client Info page), the visit window is built from those hours, widened if needed to cover every activity scheduled that day. Otherwise, the window comes from the caregiver's own preferred hours for that specific day of the week (set on their Profile page) — for example, if Jane works 9:00 AM – 5:00 PM on Mondays but only until 1:00 PM on Fridays, her Monday and Friday visit cards each reflect that day's own hours. If neither is set for that day, the window spans the earliest to latest activity time for that caregiver on that day.
Once a schedule has been published, adding or editing an activity back on the Care Planning tab takes effect immediately — CareMaple slots the new or updated occurrences straight into the existing visits (or creates a new visit card if the caregiver doesn't already have one that day). Nothing further to click.
Once published, the schedule keeps itself topped up automatically, every day, indefinitely — there's no 'Regenerate' button and nothing further to click. A new day gets added to the schedule automatically as time moves forward, always keeping about two weeks published ahead. A caregiver you've manually reassigned to a visit stays assigned going forward — it's never reset.

Uploading a care plan document now happens from the Client Info tab, not here — see 'Importing an existing care plan document' in the Client Information help section. It extracts activities into your care plan exactly as before, and also prefills client details in one step.
If you already have saved plan documents, they appear above the upload area on the Client Info tab with a Download link — you can re-extract from any of them at any time. OWNER and FAMILY members can also delete saved plan documents using the Delete button next to each file.

If the client has Preferred Care Hours set (on the Client Info page), any daily or weekly activity whose time falls outside those hours shows an amber "Outside Client's Preferred Hours" badge right on its card in the Activities list.
A separate section appears further down the page listing any active medication with specific dose times that falls outside the client's preferred hours, with a link to the Medications tab.
These are informational flags only — nothing is blocked. Use them to decide, together with the client and caregiver or agency, whether to adjust the activity's time or the client's preferred hours.

The dashboard shows four summary cards: Overdue tasks, Due Today, Upcoming tasks, and Next Appointment.
These counts are computed in your local timezone — not server time — so they are always accurate for where you are.
Quick Actions lets you mark tasks as Done directly from the dashboard without opening the task list.
If a caregiver has an active Care Coverage session, a green banner appears at the top of the dashboard showing their name, which circle they are covering, and when the session started. Click the banner to go directly to the Visits tab.

The calendar shows all your tasks, appointments, and scheduled client visits visually across a month or week view.
Switch between Month view and Week view using the buttons at the top right of the calendar.
Click any day to see a detailed panel showing all events for that day. Click a Client Visit event to open the Client Visits tab.
Colour key: teal pills = scheduled client visits, indigo/violet pills = appointments, coloured left-border cards = tasks (red = high priority, amber = medium, green = low), pulsing red dot = overdue.
Click Today to jump back to the current date. The legend at the bottom of the calendar explains each colour.

The Agency Dashboard is available in CareMaple Ops (ops.caremaple.com) — it gives agency coordinators a bird's-eye view of all their managed client circles in one place.
You can see overdue tasks, active caregiver visits, and today's appointments across every client without opening each circle individually.
Access it by clicking 'Agency' in the top navigation bar. Inside the Agency section, use the 'Dashboard' and 'Staff' tabs at the top to switch between the portfolio overview and the staff roster.
The dashboard refreshes every time you open it, showing the current state of all circles you are a member of.

Four cards across the top of the Agency Dashboard show: Total Clients (all your non-archived circles), On Duty Now (caregivers with an active visit session), Overdue Tasks (TODO tasks past their due time across all circles), and Today's Appointments.
Overdue Tasks turns red when any tasks are past due — use this as your first alert to drill into the affected circle.
On Duty Now turns green when caregivers are active, confirming coverage is in progress.

The 'On Duty Now' panel lists every caregiver currently on an active Client Visit session across all your circles.
Each entry shows the caregiver's name, the client they are with, and how long the session has been running — the duration updates automatically every minute.
Click any entry to go directly to that circle's Client Visits page.
If no one is on duty, the panel shows 'No active visits'.

The Today's Appointments panel lists all appointments scheduled for today, sorted by time, across all your client circles.
Each entry shows the provider name, the client's name, and the appointment time in your local timezone.
Click any appointment entry to jump directly to that circle's Appointments tab.

Below the stat cards and panels, the Client Portfolio grid shows one card per circle.
Each card displays the client's name, your role in that circle, and a status badge: 'On Duty' (a caregiver is actively on a visit), 'Overdue' (tasks are past their due time), or 'Clear' (nothing overdue, no active visit).
When a caregiver is on duty, a green banner inside the card shows their name.
The bottom of each card shows counts of overdue tasks, tasks due today, and today's appointments at a glance.
Click any card to open that circle and manage care directly.

The Staff tab at /agency/staff shows every caregiver and nurse across all your managed client circles in one place.
Go to 'Agency' in the top nav, then click the 'Staff' tab.
Each staff card shows the caregiver's name, role badge (CAREGIVER or NURSE), which circles they work in, their availability schedule, document count, and hourly rate.

A pulsing green 'On Duty' badge appears on a staff card when that caregiver has an active Client Visit session running in any of your circles.
The stat card at the top of the page also shows a total count of how many staff are on duty right now.

If any caregiver has a document that has expired or is expiring within the next 30 days, a yellow alert banner appears at the top of the Staff page.
Each alert row shows the caregiver's name, the document type, and an 'Update →' link that takes you directly to their profile to upload the renewed document.
The 'Credential Alerts' stat card at the top turns amber and shows the count of affected staff members.

If the same caregiver is a member of more than one of your circles, they appear as a single card with multiple circle badges.
The 'View Profile' link at the bottom of the card expands to show one link per circle, so you can jump to their profile in any specific circle.

Go to 'Training' in the top navigation to open the Training Hub management page.
The page shows a completion matrix — for each active module, you can see which caregivers have passed and which haven't. A progress bar per caregiver shows their overall completion rate.
Click 'Add New Module' to create a training module: enter the title, category, description, an optional video URL (YouTube embed link), estimated duration, and an optional quiz question with up to four answer choices.
Once a module is created, it appears in the caregiver Training Hub automatically. Caregivers can watch the video and answer the quiz to mark the module complete.
Agencies can use training completion records for compliance documentation and performance reviews.

The Care Scheduling tab at /agency/schedule is where the whole caregiver calendar lives — publishing schedules, browsing them, creating one-off visits, and editing or cancelling any visit, across every client at once. It replaced the scheduling tools that used to live on each circle's Client Visit tab.
The grid shows a full month at a time, with prev/next arrows and a 'Today' button to navigate.
Use the Client / Staff toggle at the top to switch what each row represents: Client shows one row per care circle; Staff shows one row per caregiver, with each cell showing which client they're covering that day.
Shifts are generated from care plans in each circle — if a circle has no active care plan, no shifts appear for it until one is published.
Click 'Export CSV' to download the visible month's full roster (client, caregiver, date, time, duration, visit type, status) as a spreadsheet — useful for payroll or anything outside the app. Click 'Print' to print the current month's grid directly from the browser.

Editing a visit that was generated from a published care plan shows an 'Apply to' choice: 'This visit only', or 'This and all future visits in the series'.
Choosing the whole series changes the time of day, duration, and (if you also reassign it) the caregiver for every future, not-yet-started occurrence — each one keeps its own date, only the time window and caregiver change, the same way a calendar app's 'this and following events' edit works.
The Edit form has separate Start Time and End Time fields, so you can adjust the visit's length, not just when it begins — the duration shown updates live as you change either one. Changing the time window never moves the tasks, appointments, or medications already tied to the visit; they stay attached either way. If shortening one visit or the series leaves an open activity after the new end time, CareMaple shows a warning and adds it to Notifications for the editor and affected caregivers.
Reassigning a visit's caregiver also updates the underlying care plan activity, so the new caregiver stays assigned as the schedule keeps extending forward automatically — not just for this one visit.
A one-off visit created with 'Add Visit', or a batch created by applying a Shift Template, isn't part of a recurring series, so this choice doesn't appear for those.

Click any empty day cell to schedule a new visit there — pick the client, caregiver, date/time, duration, and visit type, then click 'Schedule Visit'. Visit Type has no default — if you pick 'Other', a text field appears to say what kind of visit it is, which becomes the visit's name.
Click an existing visit chip to open it for editing — change the date/time or reassign the caregiver, or click 'Cancel this visit' to remove it from the schedule.
Drag a visit chip to a different day to reschedule it, keeping its original time and length — drop it back where it started and nothing changes. This works with a mouse, with touch (press and briefly hold on a phone or tablet, then drag), and with a keyboard (Tab to a chip, press Space to pick it up, use the arrow keys to move it, Space again to drop, or Escape to cancel).
In Staff view, you can also drag a visit onto a different caregiver's row to reassign it in the same motion — to a new day, a new caregiver, or both at once. Only caregivers who are on that client's own care team can be dropped onto; dragging onto anyone else, or dragging in Client view onto a different client's row, is rejected with an explanation, and the row dims while you drag to show which ones are valid.
Reassigning a visit's caregiver — whether by editing it or by dragging it onto a different row — also reassigns every task and appointment already tied to that visit, so the newly assigned caregiver sees them on their own My Day right away.
After any drag, a confirmation appears at the bottom of the screen for a few seconds with an 'Undo' button — click it to instantly put the visit back exactly where it was.
Unassigned visits show an amber outline; click 'Add Visit' or an empty cell in the Client row for that day to fill the gap, or open the client's one-pager (below) for more assignment tools.
Creating, editing, or dragging a visit onto a caregiver who has approved time off covering that date is rejected with an explanation — approved time off is never silently overridden by scheduling actions.

A shift template is a saved shift pattern — a name, which days of the week it repeats on, a start and end time, and a visit type — that you set up once and reuse, instead of re-entering the same recurring arrangement from scratch every time you set up a new client or fill a gap.
Click 'Templates' in the toolbar to see your saved templates, create a new one, or edit or delete an existing one. Pick the days it repeats on, a start and end time, and a visit type (e.g. All Day, Morning Routine, Overnight Support).
Click 'Apply Template' to use one: choose the template, the client, the caregiver, and a date range (defaults to the next 4 weeks). Applying it creates one visit for every matching day in that range, all at once.
If a day in the range already has a conflicting shift for that caregiver, or the caregiver has approved time off that day, that day is skipped rather than double-booked — the result tells you exactly how many visits were created versus skipped, and why.
Templates are private to whoever creates them — each coordinator builds their own library.

When the same caregiver is scheduled for two overlapping visits, both are highlighted with a red ring and counted in the conflict banner at the top of the page.
Resolve conflicts by reassigning one of the overlapping visits to a different caregiver.

When you assign a caregiver to a scheduled shift (either individually or via bulk assign), the caregiver receives an in-app notification immediately.
The notification shows the client name, shift date, and start time — visible in the notification bell on the caregiver's My Day view.

When a caregiver submits a time-off request or a shift swap request, OWNER and FAMILY members receive an in-app notification.
Pending requests appear in the Client Visits tab of the relevant circle — scroll down past the session log to see 'Pending Time-Off Requests' and 'Pending Shift Swap Requests' sections.
Each request shows the caregiver name, dates (for time off) or shift details (for swaps), and an optional reason. Use the green check or red X buttons to approve or deny.
The caregiver receives a notification when their request is reviewed. If a swap is approved, the shift is automatically unassigned so you can reassign it to another caregiver.

Coordinators (OWNER, FAMILY, AGENCY) can broadcast a message to all circle members at once from the Client Visits tab.
Scroll to the 'Announce to Team' button. Click it, type your message, and click 'Send to All'.
Every active circle member receives an in-app notification in the bell icon with the full announcement text.
Use announcements for urgent schedule changes, protocol updates, or any message that needs to reach all caregivers immediately.

The Billing page at /agency/billing shows a 'Client Billing Rates' section with one row per circle.
Click the pencil icon next to a circle to enter an hourly rate and currency — this is what you charge the family, not what you pay caregivers.
Billing rates are stored per circle and used automatically when generating invoices.

Click 'New Invoice' to open the invoice creation form.
Select the client circle, enter the billing period (start and end date), and optionally add an invoice number and notes.
Click 'Create Invoice' — CareMaple automatically generates line items from all completed care coverage sessions in that period, using the circle's billing rate. For a scheduled visit, a caregiver checking in early doesn't bill the client for time before the scheduled start — billed hours start from the scheduled time. A late check-in bills from the actual time, same as payroll.
If no billing rate is set, the invoice is created with $0 line items — set the rate first.
There must be at least one completed care coverage session in the selected period — creating an invoice fails with 'No completed coverage sessions found in this period' if there aren't any yet.
Invoices are created in Draft status.

Invoices move through four statuses: Draft (just created), Sent (emailed to the client), Paid (payment received), and Void (cancelled).
Use the action buttons on each invoice row to advance the status: 'Mark Sent', 'Mark Paid', or 'Void'.
'Mark Sent' emails the invoice to the client circle's account owner, with the amount due and a link to view it. If the email can't be delivered, the invoice is still marked Sent — check the invoice row for 'Sent to' to confirm who received it.
Click 'View' on any invoice to open its own page — a formatted invoice with client details, line items, and total, plus a 'Print / Save as PDF' button using your browser's print dialog.
Paid and Void invoices cannot be changed further.

Electronic Visit Verification (EVV) is a regulatory requirement that records GPS-verified proof of when and where care visits took place.
CareMaple captures GPS location at coverage session start and end when caregivers use the check-in feature — the EVV page surfaces this data in a compliance dashboard.

Each completed coverage session is classified as Compliant (both check-in and check-out GPS verified within the geofence), Partial (only one GPS check verified), or Non-Compliant (no GPS verification or geofence missed).
The stat cards at the top show overall compliance rate, fully compliant count, partial count, and non-compliant count.
Per-circle compliance bars let you see which clients have the lowest compliance rates at a glance.

Use the From and To date pickers to filter the session list to any billing period — click 'Apply' to update the view.
Click 'Export CSV' to download an EVV-compliant CSV file of all sessions in the selected period, including GPS coordinates, geofence hit/miss, and compliance status.
The CSV file can be submitted to provincial or state funding bodies for EVV regulatory reporting.

The Reports page is available in CareMaple Ops under 'Agency' → 'Reports'. It provides four report types: Revenue, Utilization, Compliance, and Performance.
Revenue shows invoiced vs collected vs outstanding amounts by client for any billing period.
Utilization shows hours worked and session counts per caregiver across all clients.
Compliance shows EVV compliance rates and safety check counts per client circle.
Performance shows task completion rates, appointment fulfilment rates, and an overall reliability score per client circle.

Use the four tabs at the top of the Reports page (Revenue, Utilization, Compliance, Performance) to switch between report types.
Use the From and To date pickers to filter results to any period — click 'Apply' to refresh.
The stat cards at the top always summarise the selected report's key numbers.

Click 'Export CSV' on the Reports page to download a CSV of the currently selected report type and date range.
The CSV can be used for submission to funding bodies, payroll systems, or internal review.

Go to 'Business' in the top navigation to open the Business Dashboard — a real-time overview of your agency's financial and operational health.
Key metrics at the top show: Revenue This Month (vs last month), Revenue per Client, Total Hours Billed (vs last month), and Average Client Tenure.
Secondary metrics show Cost per Visit Hour (revenue divided by billable hours), Caregiver Utilization Rate (how many caregivers billed hours this month vs your total roster), and Family Satisfaction (average rating this month vs last).
The Referral Sources panel shows a breakdown of how clients found your agency, pulled from intake assessments.

The Capacity Planning section on the Business Dashboard automatically flags clients who have fewer than 3 upcoming visits scheduled in the next 30 days but have an active care plan.
Click 'Schedule →' next to any flagged client to open their Visit (Coverage) page and add more scheduled visits.
Underutilized caregivers (fewer than 10 hours this month) are also flagged — consider assigning open shifts to these caregivers first before hiring.

The Churn Risk section on the Business Dashboard automatically scores each client (0–100) based on three signals: days since last visit, satisfaction drop vs last month, and number of different caregivers in the last 90 days.
Clients scoring 70+ are flagged as High Risk, 40–69 as Medium Risk. Low-risk clients are not shown.
Use this list to proactively call at-risk families before they churn — each card shows the specific signals driving the risk score and links to the client's Family View.

Go to 'Agency' → 'Clients' in the top navigation and click 'Add Client'.
Enter the client's name (the person receiving care) and optional care notes for your team.
Optionally enter the primary family contact's email address — they will receive an invitation to join the circle as a Family Member and can view care activity, tasks, and reports.
Click 'Create Client' to create the care circle. You are taken straight to the client's care circle where you can set up the care plan, assign caregivers, and begin scheduling.
The client's circle will show an 'Awaiting Family' status badge on the Clients page until the family contact accepts their invitation.
You can always invite the family contact later from the circle's Members section if you prefer not to do so at creation time.

The Clients page ('Agency' → 'Clients') shows all care circles you manage, grouped by whether the agency created them or a family invited the agency.
Agency-Created circles are ones your agency set up via Add Client. Family-Initiated circles are ones where a family invited your agency as a member.
Each client card shows the circle status, member count, and date added. Click any card to open that client's care circle.
Status badges: Active (care is live), Awaiting Family (invite sent, not yet accepted), Invite Sent (family invitation pending), Family Joined (family has accepted).

The Intake page is available in CareMaple Ops under 'Agency' → 'Intake'. It tracks the onboarding progress for each client from initial assessment through to their first care visit.
Each client circle shows an onboarding checklist with five steps: intake assessment, care plan, caregiver assigned, service agreement on file, and first visit completed.
Click any client card to open the full intake detail page for that client.

The intake assessment form captures the primary contact's details, the client's living situation, care start date, care frequency, hours per week, care needs, funding source, and referral source.
For Living Arrangement and Home Type, choosing 'Other' reveals a text field so you can describe an arrangement not on the list.
Funding Source: select Private Pay, Insurance, Government Program, or Other — if you choose 'Other', a text field appears so you can describe the specific funding arrangement.
Referral Source: record how the client found the agency (Hospital Discharge, Doctor Referral, CCAC/Government, Word of Mouth, Social Media, Returning Client, or Other). Add a referral note with more detail (e.g. 'Referred by Dr. Smith').
Select care needs from the checkboxes (Personal Care, Medication Management, Companionship, Housekeeping, Transportation, Medical Escort).
Set 'Assessment Status' to 'Complete' when all information has been gathered — this marks the first checklist step as done.
Click 'Save Assessment' to save. The form can be updated at any time.

In the 'Service Agreements' section, click 'Add Agreement' to record a signed agreement for the client.
Enter the agreement title, type (Service Agreement, Consent Form, Release, Contract), signed date, effective date, and optionally an expiry date.
To upload the actual signed document file, go to the client's circle → Documents tab and upload it there.
Agreements can be deleted by clicking the trash icon. This only removes the metadata record — it does not affect any uploaded documents.

The checklist on each client's intake page is automatically computed from real data: intake assessment complete, care plan created, caregiver assigned, service agreement on file, and first care visit completed.
You do not need to manually check these off — they update automatically as each step is completed across the platform.
The progress bar on the overview page shows the percentage of steps completed for each client.

Caregivers who log in to CareMaple Ops are automatically taken to the My Day view — a dedicated dashboard showing only their assigned work across all client circles.
My Day shows: active coverage session (if on duty), today's assigned tasks across all clients, and a client card for each circle with emergency contact info.
Caregivers cannot see the Agency Dashboard, staff management, billing, or EVV reports — only the work assigned directly to them.

If you are not on duty, each client card on My Day shows a 'Start — [Client Name]' button. Click it to begin a coverage session for that client.
Once a session is active, a green banner at the top shows the client name, start time, and elapsed time. Click 'End Visit' to open the end-of-visit form.
The End Visit form lets you record activities completed, client mood, handoff notes for the next caregiver, concerns for the care team, and mileage driven.
To log a custom activity not listed, check 'Other' in the Activities section — a text field appears so you can describe what you did. Your typed description is saved as the activity.
The 'Log Wellness Score' button opens a 5-indicator wellness panel — rate Mood, Appetite, Mobility, Pain Level, and Cognitive Clarity from 1–5. This takes about 15 seconds and builds a health trend visible to the family over time.
After submitting, you see a visit summary confirming the duration and confirming your handoff notes were saved. Your notes are immediately visible to the incoming caregiver and the care team.
GPS location is captured at clock-in and clock-out for EVV compliance.

If another caregiver ended a session before your visit and left handoff notes, those notes appear in an amber banner at the top of your My Day page before you start your shift.
Handoff notes might include things like 'refused lunch today' or 'back pain worse — avoid mobility exercises.' Read them before starting your visit.
You leave your own handoff notes when you end your visit — they will appear for the next caregiver who opens My Day.

My Day shows a 'Today's Scheduled Visits' section listing all shifts scheduled for you today across all clients.
Each entry shows the client name and shift start/end time in your local timezone.
Click 'View →' on any shift to open the client's Visit (Coverage) page.
To request a shift swap, click 'Request swap' below any scheduled visit. Your coordinator will be notified and can approve or deny the request.

The Time Off section on My Day lets you submit time-off requests directly to your coordinator.
Click 'Request time off', select a date range, add an optional reason, and submit. Your coordinator receives an instant in-app notification.
Your recent requests are listed below the form with their approval status: Pending, Approved, or Denied.

Caregivers can set their own preferred working days and hours on their Caregiver Profile page — from Profile, click into any of your circles under 'My Availability' to get there.
Tap a day to add it, then set a start and end time just for that day — each day can have its own hours, so a shorter Friday or a day off doesn't need to match the rest of your week.
Changes you submit need your coordinator's approval before they take effect, so the visit schedule can't shift out from under anyone — your current schedule stays active until they approve or deny the request.
When a coordinator schedules a visit outside your availability, the visit card shows an orange "Outside Caregiver's Availability" badge as a warning — this does not block the booking, but flags it for the coordinator to review.

Each client card on My Day shows emergency contact details, blood type, allergies, primary physician, and the client's address — so critical info is always one tap away.
This information is pulled from the client's Patient Information profile. If it is blank, ask your coordinator to fill it in.
Click 'Team chat' on any client card to open the circle's in-app chat for that client.

The 'Today's Timeline' section on My Day shows all your visits, tasks, and appointments in a single chronological list, across all clients.
Each entry shows the time, client name, and type (visit, task, or appointment — appointments carry a blue 'APPOINTMENT' badge and show the location if one is on file). The currently active visit is highlighted in green with a 'NOW' badge.
The timeline is sorted by start time so you always know what comes next across your entire day, no matter how many clients you have.
Only visits, tasks, and appointments assigned to you specifically appear here — if a care plan activity is reassigned to a different caregiver, it disappears from your timeline and appears on theirs.

Below the timeline, CareMaple shows departure reminders — for example: 'Leave Mrs. Smith by 10:38 AM to reach Mr. Chen by 11:00 AM'. These assume a 30-minute travel buffer between visits.
If your clients have addresses on file in their Patient Information profiles, an 'Open Optimised Route in Google Maps' button appears. Clicking it opens Google Maps with all today's client addresses pre-loaded as stops.
Add client addresses via the circle → Patient Information tab to enable route planning.

My Day shows your personal Reliability Score for the last 30 days — a measure of how consistently you've completed assigned tasks and coverage sessions.
The score is calculated from task completion rate (70%) and number of completed sessions (30%). A score of 90% or above earns you a 'Top Performer' badge.
The Top Performer badge also appears at the top of your My Day page if you earn it.

Go to 'Training' in the navigation to open your Training Hub — a list of training modules your agency has created for caregivers.
Each module includes a title, category, estimated time, optional video, and a quiz question to confirm understanding.
Watch the video (if provided), then answer the quiz. If you get it right, the module is marked complete and your coordinator can see it.
Your progress bar at the top shows how many of the required modules you have passed.

Caregiver accounts see a 'My Day' link instead of separate Tasks, Medications, Appointments, and Client Visit tabs — it's the one place for everything about your visit, start to finish.
My Day has four tabs: Scheduled Visits, Ad-hoc Visits, Missed Visits, and Visit History. Scheduled Visits keeps Today, Next Visit, and Upcoming Visits together; the other tabs separate unexpected care, exceptions, and completed work from today's workflow.
Tap 'Start Visit' on any visit card to begin — this is the same GPS-verified start as before, just accessible from the same page as everything else. Once a visit is active, an 'Active Visit' card appears at the top with a live timer and an 'End Visit' button — there's no separate page to find that on anymore.
A scheduled visit opens for check-in 30 minutes before its scheduled start. If unexpected care is needed outside the schedule, open Ad-hoc Visits and propose a separate visit with a reason, start time, and duration. The Owner or Coordinator must approve a caregiver's proposal before it can be started or become payable.
After an Ad-hoc Visit is approved, its assigned caregiver can open Visit Details and add visit-scoped tasks, appointments, or medications. These are saved as the same canonical activity records used everywhere else in CareMaple, so completing them from the visit updates the relevant activity page too.
If a visit was scheduled in the past, was actually started, but never marked complete — still carrying open tasks, appointments, or medications — it appears above everything else in a 'Needs Attention' section, so it doesn't quietly disappear once its day has passed. You can still complete its items from there. If there are more than 5, it opens showing the 5 most recent with a 'Show 10 more visits' toggle to page through the rest.
Today's visits are shown open. The soonest visit after today appears on its own as a 'Next Visit' card, so you always see what's coming up next without digging for it — everything further out is grouped under the collapsed 'Upcoming Visits' section beneath it, which reveals its 5 most recent visits when opened and a 'Show 10 more visits' toggle for the rest. Click 'Visit Details' on any visit to see its tasks, appointments, and any medications due — mark a task Done, tap 'Verify Arrival' (and 'Verify Departure' once you've arrived) or 'Record outcome' on any appointment assigned to you, tap a medication to log the same detailed dose form as the Medications page (dose, status, vitals, notes), and add one overall note for the whole visit at the bottom of the panel.
You can only mark a visit's tasks, appointments, and medications done once you've tapped 'Start Visit' for it — before that, Visit Details still shows everything normally, but tapping Done, Log, Verify Arrival, or Record outcome brings up a short prompt asking you to start the visit first instead of completing the action, so activities can't be completed ahead of (or instead of) actually being there.
A task or appointment due on the same day as one of your visits shows up under that visit automatically, even if it wasn't created from the care plan. Only items with no visit on their due date — a one-off task or appointment not tied to any day you're scheduled — appear in the 'Unscheduled Tasks & Appointments' section below, so nothing assigned to you is ever out of reach. Its Tasks and Appointments each open showing the 5 most recent, with a 'Show 10 more' toggle to page through the rest.
If a medication is due right now but isn't covered by any of today's visits, it shows in its own 'Medications Due' section below Unscheduled — tap it to log or report a dose the same way you would inside a visit, so a dose due on a day with no visit is never simply missing from the page.
If another care team member adds, approves, edits, pauses, or discontinues a medication while My Day is already open, the visit refreshes automatically so its medication list stays current without a manual reload.
Ending a visit asks for your notes (labelled 'Visit notes / concerns to flag' — use it for anything the family should know, including any concerns) and, optionally, the client's mood for the day. The fuller Activities Completed checklist and separate Concerns toggle only appear on the Client Visit page for coordinators — kept off My Day since the visit notes field already covers it for a caregiver's daily use.
Your own past visits — with duration, arrival/departure verification, and any handoff notes — live under the Visit History tab. The 5 most recent visits appear as soon as you open the tab, followed by 'Show 10 more visits' controls for older records. Each visit can expand its tasks, appointments, and medications with who did what and when.
A visit that was scheduled in the past but never actually started — no check-in at all — moves to the Missed Visits tab instead of staying in Needs Attention. The 5 most recent missed visits appear when the tab opens, with 'Show 10 more' for older ones. You can inspect what was due, but cannot retroactively complete it there; ask your coordinator to log any correction.
Account Owner, Primary Contact, Care Agency, Care Coordinator, and Nurse accounts keep the separate Tasks, Medications, Appointments, and Client Visit tabs as before — My Day, and the retirement of Client Visit as its own page, is specific to the Caregiver role.

Go to your circle's Tasks tab.
Fill in the task title, select a category (Meds, Meals, Hygiene, Mobility, Sports, etc.), priority, and frequency.
Set a due date and time — tasks must be scheduled for a future time. Past due dates are not accepted.
For recurring tasks (Daily, Weekly, Monthly, Yearly), a 'Repeat until' date field appears automatically.
Choose how far ahead you want a reminder: 1 hour, 2 hours, 6 hours, 12 hours, 24 hours, 2 days, or 1 week before.
Optionally assign the task to a specific circle member.

Every task has a reminder that fires at your chosen time before the due time.
The assigned member (or OWNER/FAMILY if unassigned) receives an in-app notification and email reminder. For a task tied to a scheduled visit, the email's 'View Client Visit' button opens that visit with Visit Details already expanded.
If a task is not completed within 30 minutes of its due time, an overdue escalation alert is sent.
Reminders fire once per task. If you reschedule a task, the reminder resets.

Mark tasks as Done or Skip them if not applicable.
Add an optional note when completing.
Use 'Undo skip' to restore a skipped task back to TODO status.
TODO tasks always appear at the top of the list, newest first.
The first 10 active tasks are shown immediately. If you have more than 10, a 'Show N more tasks' link appears at the bottom — click it to expand the full list.
Tasks has four tabs: Upcoming, Skipped, Completed, and Missed Task List. Proof of Care and Create Task stay under Upcoming.
Skipped, Completed, and Missed Task List each reveal the first 5 records, then 10 more at a time.
Every unfinished task moves out of Upcoming and into Missed Task List as soon as its due time passes. Tasks from archived missed Client Visits are included there too.
A missed task linked to a Client Visit remains visible inside that visit for context. Completing or correcting it from either the Tasks page or Client Visit updates the same task record and refreshes both views.

On Family Pro, CareMaple automatically captures your GPS location in the background when you mark a task as Done — no extra steps required.
The location is captured silently at the moment of completion. If location access is denied or unavailable, the task completes normally without coordinates.
If your browser has not yet granted location access for CareMaple, it may ask for permission the first time — allow it to ensure coordinates are captured correctly.
The coordinates are recorded with the task event and included in the Proof of Care report as evidence of where care was delivered.
This feature is available on the Family Pro plan.

Navigate to the Appointments tab in your circle.
Add the date/time, location, and any notes. Appointments must be scheduled for a future time — past dates are not accepted.
Select the Appointment Owner — this is the circle member responsible for attending. The owner field is required.
Choose how far ahead you want a reminder: 1 hour up to 1 week before the appointment.
All active circle members receive reminder notifications and emails. For an appointment tied to a scheduled visit, the email's 'View Client Visit' button opens that visit with Visit Details already expanded.
If your circle has a Provider Directory, select a provider from the dropdown — their details fill in automatically.
If you do not select from the directory, you can still type the provider name and role manually.

Open Care Team and choose the Providers tab to manage the reusable list of doctors, specialists, therapists, clinics, and other providers.
Providers selected on appointments come from this same directory, so edits stay consistent throughout the circle.
OWNER, AGENCY, CARE_COORDINATOR, and FAMILY members can manage providers. Caregivers can open provider details from Care Team in read-only mode.
Each provider record includes: name, role, organisation, phone, address, and optional notes.
The address geocodes automatically as you finish typing — a 📍 confirmation appears when the location is found.
Once saved, providers appear in a dropdown when scheduling appointments — select one to pre-fill all provider details.

For upcoming appointments assigned to you, CareMaple automatically detects when you arrive at the provider's location.
When you have an upcoming appointment and arrive near the provider's location, a green arrival prompt appears — on any page of the site, not just the Appointments tab.
The first time, you will be asked to allow location access so CareMaple can detect your arrival automatically. You only need to consent once per device.
GPS location access is required to verify arrival — if you deny location access in your browser, the check-in cannot be recorded.
Tap 'Verify Arrival' in the popup to record your check-in. After confirming, a green 'Arrived' badge appears on the appointment card.
You can also check in manually using the 'Verify Arrival' button directly on the appointment card in the Appointments tab.
Check-in results are included in the Proof of Care report with timestamp and geofence status.
If no check-in is recorded 30 minutes after the appointment time, a missed check-in alert is sent to OWNER and FAMILY members.
This feature is available on the Family Pro plan.

Once your arrival is verified, a 'Verify Departure' button appears on the appointment card — tap it right before you actually leave, while you're still at the address.
Verify Departure uses the same GPS check as Verify Arrival: you need to be at the provider's location to confirm it, so it can't be tapped from somewhere else or after you've already driven away.
After confirming, a blue 'Departed' badge with the time appears next to the green 'Arrived' badge.
This is the only GPS-verified departure time. The outcome form's own timestamp only reflects when that form was submitted, not when you actually left — so if departure isn't verified, the appointment instead shows a plain 'Outcome logged' time as a less precise fallback.
If you haven't recorded an outcome yet, verifying departure opens the outcome form automatically so you can finish both in one step.

If you're the caregiver assigned to an upcoming appointment, click 'Track My Location' on the appointment card to start sharing your live position while you're heading there.
Once tracking is on, a map appears on the appointment card showing the provider's address and your live-moving position — visible to anyone else who can see this appointment, not just you.
Tracking is separate from Verify Arrival — sharing your location is optional and doesn't itself record an arrival. It stops automatically once you navigate away or can be turned off at any time by clicking the button again.
This only appears when the provider's address is geocoded — the same requirement as Verify Arrival.

Reminders fire automatically at your chosen time before the appointment.
If the appointment time passes without being acknowledged, a 'Missed Appointment' alert is sent 30 minutes after the scheduled time.
Alerts go to the assigned member, or to OWNER/FAMILY if no one is assigned.

Upcoming contains future appointments. In Progress contains appointments where arrival has been verified but no outcome has been recorded.
Once an appointment time passes without a recorded outcome, it moves to the collapsible Missed Appointment List — it is not counted as completed history.
Appointments has three tabs: Upcoming, Completed Appointments, and Missed Appointments. Create Appointment stays under Upcoming.
Completed Appointments contains only appointments with a recorded outcome. Missed Appointments contains past appointments with no recorded outcome; recording one updates the same record and moves it to Completed Appointments.
Completed Appointments and Missed Appointments show the first 5 records, then 10 more at a time. Missed records use separate bordered cards so each appointment is clearly delineated.
Newest appointments appear at the top of each section.

Once an appointment's scheduled time has passed, an Outcome button appears on the record.
Select the outcome: Fulfilled (appointment took place), Missed, Cancelled, or Rescheduled.
Add optional notes to describe what happened — for example, a reschedule date or reason for cancellation.
For Fulfilled or Rescheduled outcomes, use 'Schedule next appointment (optional)' to set up the follow-up in the same step. The date and time you pick must be after this appointment and after the current moment — picking a time that's already passed shows an error instead of silently skipping the follow-up. This works whether the outcome is recorded by a coordinator or by the caregiver/nurse assigned to the appointment.
A follow-up scheduled this way is created unassigned, even if the original appointment had a caregiver — the circle owner gets a notification and an email to review it and assign the right caregiver, rather than it silently carrying over the previous one.
Outcomes are logged in the audit trail and included in Proof of Care reports and Care Reports.

Care Coverage lets caregivers record when they are actively on duty caring for your loved one.
It is a family-centered record — not employee monitoring. The goal is to give families a clear picture of when care was present.
Coordinator roles can view all active and past coverage sessions for the circle.
When a caregiver starts a scheduled visit, a prominent 'Visits in Progress' card appears automatically on the Client Visit page for Account Owner, Primary Contact, Care Agency, and Care Coordinator members. It shows the assigned caregiver and keeps Visit Details available for following tasks, appointments, and medication progress while care is underway.
CAREGIVER accounts don't use this Client Visit page — starting a visit, seeing its tasks/appointments/medications, ending it, and their own visit history all live on their 'My Day' page instead. If a caregiver follows an old link here, they're taken straight to My Day.

The Client Visit page shows a map of the care location, with a live-updating dot for any caregiver currently on shift — so you can see at a glance whether care is happening at the right place.
The caregiver's dot moves automatically roughly every 30 seconds while their coverage session is active — no need to refresh the page.
This uses the same location access you already grant when starting a visit — there is no separate location permission to accept.
The map is available on the Family Pro plan, same as the rest of Care Coverage.

Owners and Coordinators use Client Visits → Ad-hoc Visits. Caregivers use My Day → Ad-hoc Visits. The proposal form is open as soon as the tab is selected.
Enter why the unexpected care is needed, the proposed start, and a duration. CareMaple checks the entire proposed interval against the caregiver's availability and flags potential overtime or overlap risk before submission.
An Owner or Coordinator-created visit is approved immediately, subject to the assigned caregiver accepting the assignment. A caregiver-created visit remains Pending approval and cannot be started or included in payroll until an Owner or Coordinator approves it.
Once approved, open Visit Details and expand Add Task, Add Appointment, or Add Medication. CareMaple opens the complete standard form in place and saves the result to both the Ad-hoc Visit and the matching activity page. The assigned caregiver can add tasks and appointments and schedule an already-approved medication; only authorised clinical/coordinator roles can create a new medication record.
Every visit-scoped activity must fall inside the approved visit window and is stored in the main Tasks, Appointments, or Medications record as well as the visit link. The two views therefore always update the same underlying record.

Go to the Client Visit page in your Care Circle.
If a Care Location has been set in Client Info, CareMaple watches your location — when you arrive at the care location, a prompt appears asking if you are ready to start coverage.
Click 'Start Coverage' to begin a session. Optionally select a coverage type (e.g. morning routine, overnight shift), set a planned end time, and add a note.
GPS location access is required to start a coverage session — if you deny location access in your browser, the session cannot be started. Enable location access for the site in your browser settings and try again.
A visit — scheduled or Ad-hoc — can only be started from within the care location (roughly 200 metres). If you're too far away, a 'Get Directions' button appears that opens your phone's Maps app with turn-by-turn navigation straight to the care location.
CareMaple captures your GPS location at the start of the session — a location badge appears on the session record confirming whether you were at the care location.
A pulsing indicator shows that a session is active, and the elapsed time updates in real time.
Ten minutes before the scheduled end, the caregiver receives a notification and a flashing message explaining that the visit will end automatically. If care must continue, click 'Working Overtime — Continue Visit', add an optional reason, and send the request. The visit only continues past its end time after an Owner, Primary Contact, Care Agency, or Care Coordinator approves it; otherwise it auto-ends as scheduled. Both people receive the decision immediately.
Click 'End Visit' when care is complete. Before the session saves, a post-visit notes form appears: tick the activities you completed, select the client's mood (1–5 emoji scale), flag any concerns with a note, and add optional handoff notes for the next caregiver.
OWNER and FAMILY members can end any active session if needed.
Client Visits has four tabs: Scheduled Visits, Ad-hoc Visits, Missed Visits, and Visit History. Ad-hoc proposals and approvals stay separate from the published schedule; completed sessions live under Visit History with caregiver, duration, verification, activities, and mood.
This feature is available on the Family Pro plan.

A visit that was scheduled in the past but never actually started — no check-in at all — appears in a red-highlighted 'Missed Visits' section on the Client Visit page.
Unlike the read-only version a caregiver sees on their own My Day, OWNER, AGENCY, CARE_COORDINATOR, and FAMILY members can fully edit a missed visit here — reassign the caregiver with Smart Fill-In, mark it as a no-show, or open Visit Details to log its tasks, appointments, or medications on the caregiver's behalf, the same way you can for any other visit on this page.
Click 'Archive' on a missed visit to remove it from this list once you've dealt with it — the visit's record is kept, it just stops showing up as something needing attention. This is different from cancelling: Cancel means the visit was never supposed to happen, while Archive acknowledges a visit that genuinely was scheduled and missed.
The Missed Visits section is collapsed by default, showing a count — click it to open, then it reveals the 5 most recent missed visits with a 'Show 10 more' option to page through older ones. A missed visit no longer drops off the list on its own — it stays until a coordinator resolves or archives it.

When a caregiver GPS-checks in to an appointment, OWNER and FAMILY members receive an in-app notification: 'Caregiver has arrived' with GPS confirmation status.
When a coverage session ends, OWNER and FAMILY members receive a 'Visit Complete' notification showing the caregiver name and visit duration — visible in the notification bell.
OWNER and FAMILY members also receive an email when any session ends, including the activities completed, client mood, any concerns flagged, and handoff notes.

Once you publish a visit schedule (in Care Scheduling), each day's visit becomes visible where it's relevant: if it's scheduled for today, it shows in the 'Today's Visits' card right here on Client Visit; every visit — today's and beyond — also lives in Care Scheduling, where the full schedule can be browsed, created, edited, or cancelled.
Each today's-visit card shows the activity name, coverage type, date, and start–end time window, along with the assigned caregiver.
When a scheduled visit is within 60 minutes of its start time (and you are the assigned caregiver), a prominent indigo banner appears: 'Visit time — tap to start!' with a one-tap Start Coverage button.
A 'Manage this circle's full schedule' card links straight to this client's one-pager in Care Scheduling, where publishing (a one-time step — the schedule tops itself up automatically after that) and editing or cancelling any visit all live now.
The schedule also appears on your Dashboard Calendar as teal-coloured pills — click any visit to go straight to this client's schedule in Care Scheduling.

Click 'Visit Details' on any scheduled visit to see everything tied to it in one place, and act on it without leaving the page. A task or appointment created separately (e.g. from Care Planning, with no caregiver chosen yet) still shows up here automatically once its due time falls within the visit's window and it isn't assigned to a different caregiver — you don't need to create it through the visit itself for it to appear.
Tasks: click 'Done' to complete a task from the visit — there's no separate note prompt per task anymore. A task still open past its due time is outlined in red so it's easy to spot at a glance.
Appointments: click 'Verify Arrival' to GPS-check in, or 'Record outcome' to log whether it was fulfilled, missed, cancelled, or rescheduled. Once saved, the time strikes through and the row stays visible in the list rather than disappearing. Coordinator roles (OWNER, AGENCY, CARE_COORDINATOR, FAMILY) can action any appointment in the visit; caregivers can only action an appointment assigned to them. An appointment past its scheduled time with no outcome recorded yet is outlined in red and marked 'Overdue — no outcome recorded'.
Medications: OWNER, AGENCY, CARE_COORDINATOR, FAMILY, and NURSE members see a 'Log' button next to each medication due — choose Taken, Refused, Held, Missed, or Needs Refill, add an optional note, and enter Dose Taken only when Taken is selected. After saving, the medication name strikes through and the row stays visible instead of disappearing the moment it's logged. CAREGIVER accounts see the medication listed but log a reminder from the task instead, the same as elsewhere in CareMaple. A medication only appears here once its prescribed time has actually arrived — a dose due later today won't show as due yet.
Visit notes: at the bottom of Visit Details, write one note for the whole visit — how it went, anything the family should know — and click 'Save Note'. This replaced the old prompt that used to ask for a separate note every time a task was marked done.

If a scheduled end time was set when starting coverage, CareMaple automatically ends the session at that time if no manual end was recorded.
Auto-ended sessions are labelled 'auto-ended · edit' next to the end time in the session record.
To adjust the actual end time, click the 'edit' link next to the end time — an inline date/time picker appears. Save the corrected time and the auto-ended label is removed.
Only OWNER, AGENCY, CARE_COORDINATOR, or FAMILY members can edit a session's end time — a caregiver can no longer edit their own, since these times directly drive payroll. A caregiver who needs a correction should ask their coordinator to make it.

If a scheduled caregiver does not show up, coordinators can mark the shift as a no-show instead of cancelling it — this keeps a formal record distinct from a coordinator-initiated cancellation.
Click 'No-Show' below any scheduled visit card. Optionally enter a reason (e.g. caregiver called in sick) and click Confirm.
Marking a no-show sends an instant in-app notification to all OWNER and FAMILY members, flags the shift in the visit history, and logs it to the audit trail.
After marking no-show, assign a replacement caregiver by editing the visit record and selecting someone else from the caregiver dropdown.

The 'On-Call Schedule' panel on the Client Visit page shows who is on call for each of the next 7 days.
Coordinators (OWNER, FAMILY, AGENCY) can assign any circle member as on-call for a specific date. Optionally add an alternate on-call phone number and notes.
Click the × button next to an entry to clear that day's on-call assignment.
This schedule is visible to all circle members so caregivers know who to contact for after-hours questions.

When a shift becomes uncovered (e.g. a caregiver cancels), coordinators can post it as an open shift — this broadcasts a notification to all caregivers in the circle so the first available person can claim it.
For coordinators: click 'Fill Shift' below any unassigned scheduled visit card. A panel shows suggested caregivers with 'Knows client' and 'Free today' badges — click 'Assign' next to a name to give them the shift directly, or click 'Post as Open — Notify All Caregivers' to broadcast it instead.
The same tool appears as 'Resolve Conflict' on a visit whose assigned caregiver's own preferred days or hours don't match it (an availability conflict, different from the double-booking conflicts shown in Care Scheduling) — it suggests alternative caregivers whose availability fits, so you can reassign in one click instead of hunting through the Staff list.
For caregivers: when an open shift is posted, you receive an in-app notification. Open the Client Visits page — an amber 'Open Shifts — Tap to Claim' panel appears. Click 'Claim' to take the shift. The first caregiver to claim it wins.
Once claimed, the shift is automatically assigned to that caregiver and coordinators receive a 'Shift Claimed' notification.

Caregivers can log a 5-indicator wellness check at the end of each visit: Mood, Appetite, Mobility, Pain Level, and Cognitive Clarity — each rated 1–5.
In the End Visit form, click 'Log Wellness Score' to expand the wellness panel. Rate each indicator, add an optional goal progress note, then click 'Save Wellness Scores'.
You can also log wellness scores independently from the Vitals tab — click 'Log Wellness Score' at the top of the Wellness Score Over Time section.
Over time, the Vitals tab builds a trend table showing each indicator per visit — colour-coded green (4–5), amber (3), and red (1–2). An average score per visit and a 7-session trend appear at a glance.
This data feeds the anomaly detection system — if mood scores consistently decline, coordinators receive an automatic alert.

When a caregiver starts a coverage session, OWNER and FAMILY members automatically receive an in-app notification: '[Caregiver name] has started a visit'.
This notification appears in the bell icon in the top navigation — no action is required from family members, it fires automatically.
Families can also see whether a caregiver is currently on-site from the Family View page — a green 'A caregiver is currently on-site' banner appears when a session is active.

The Family View page gives family members a simplified, at-a-glance summary of their loved one's care — without the full complexity of the operational dashboard.
It shows: whether a caregiver is currently on-site, the wellness score average for the past 7 days (with per-indicator breakdown), recent care team journal notes, recent visit summaries with handoff notes, and task completion and overdue counts.
Navigate to Family View from the left sidebar under Care Performance. All information is read-only — to record care activities, use the dedicated tabs.

Go to your circle's Medications tab to manage the care recipient's medication list.
Search the Health Canada medication catalogue by Brand Name or DIN. Selecting a product automatically fills only Brand Name, Dosage Form, Strength, and Administration Route; you enter the client-specific dose, schedule, dates, and instructions.
If the medication is not listed, click 'Medication not found' and enter those four details manually. The medication card remains marked 'Manual entry' for audit purposes.
Catalogue selections retain a permanent snapshot of the Health Canada product details used when the medication was added. Later catalogue updates never rewrite historical client medication records.
Choose a schedule type: Scheduled, PRN (as needed), One-time, or As Directed.
For Scheduled medications, select a structured frequency from the list — such as Once daily, Twice daily (BID), Three times daily (TID), With each meal, Every 8 hours, and more.
OWNER, AGENCY, CARE_COORDINATOR, and FAMILY entries, including manual entries, become active immediately. NURSE submissions keep the existing approval review.
CAREGIVER members see a read-only view — the medication form is not available to this role. Contact the circle owner, agency coordinator, or a family member to add a medication.
If a medication has specific Dose times and today's dose isn't already covered by an existing visit on the caregiver schedule, a short visit is created automatically so it shows up right away in Visit Details on Coverage/My Day — the same happens when a paused or discontinued medication is reactivated.

Click the green Done button next to a medication (on the Medications page, or inside a visit's Visit Details panel on My Day) to log a dose.
The detailed form covers Date & Time Taken, Dose Taken (pre-filled from the prescription — update it if different), Status (Taken, Refused, Held, Missed, or Needs Refill), optional Vitals Before/After, and Observations/Notes.
Coordinator roles (OWNER, AGENCY, CARE_COORDINATOR, FAMILY), NURSE, and CAREGIVER members can all log doses this way — every role sees the same form.
On the Medications page, click '+ Log Medication Taken (detailed)' under a medication to open the same form without needing to click Done first — handy for logging a dose after the fact.
Needs Refill notifies coordinators immediately when someone sees that stock is low. Separately, CareMaple estimates run-out from the quantity on hand, amount used per scheduled dose, and prescribed frequency. Missed or unlogged doses do not extend the estimate. Supply emails open the medication record and always ask you to confirm the physical stock.
Every entry in 'History of Medication Taken' shows the name of the care team member who recorded it, so you can see exactly who logged each dose.

OWNER and FAMILY members can edit active medications by clicking the Edit button on any active medication card.
You can update the name, dosage, frequency, prescribing physician, pharmacy, and other fields without losing the existing administration history.
The Medications tab is organized into Active Medications, Missed Medications, and Completed Medications.
Missed Medications lists scheduled doses left unrecorded when a missed Client Visit was archived. PRN and as-directed medication are not falsely classified as missed because they do not have a definite dose time.
Completed Medications contains ended, paused, discontinued, rejected, or completed prescriptions. Click an individual medication to reveal its full details and History of Medication Taken; those details stay closed until clicked.

CareMaple monitors scheduled medications and sends an alert if no dose has been logged within the expected window.
The alert window is based on the medication's frequency — for example, a twice-daily medication alerts after approximately 12.5 hours with no dose logged.
Alert emails include: the medication name, its scheduled frequency, how long since the last dose, the number of doses logged today, and the number of doses logged this week. Their 'View Client Visit' button opens Client Visit rather than the standalone medication record.
Alerts are sent to OWNER and FAMILY members. They fire at most once per hour per medication to avoid flooding.
PRN, One-time, and As Directed medications do not generate missed dose alerts — those are demand-based.

Go to the Incidents tab in your Care Circle to record incidents, concerns, and observations.
The New Report tab contains the reporting form. After saving, open Incident Reports to view the stored report and earlier reports.
Choose a report type: Incident, Near Miss, Concern, Medication Note, Behaviour Change, Caregiver Note, Family Note, or General.
Set a severity level — Low, Medium, High, or Critical — so urgent reports stand out at a glance.
Each report is timestamped in your local timezone and attributed to the author.
When a caregiver files an Incident, Near Miss, Concern, Medication Note, or Behaviour Change report, all OWNER and FAMILY members receive an in-app notification immediately — the bell icon shows the report type, severity, and a preview of the content.

When you select the 'Incident', 'Near Miss', or 'Medication Note' report type, a structured formal incident form appears with additional fields required for regulatory and insurance purposes.
Extra fields: Incident Type (Fall, Fall Near Miss, Medication Error, Behavioural Incident, Elopement, Injury, Choking, Skin Breakdown, Seizure, Other), When Did It Happen (date and time), What Happened (detailed description), Immediate Action Taken, Witnesses, and Witness role (Family, Caregiver, Nurse, Physician, Other staff, Bystander, or None).
The What Happened and Immediate Action Taken boxes grow to fit what you type, so they stay compact when your entry is short.
If the incident type is not on the list, select 'Other' from the Incident Type dropdown and a text field will appear so you can describe the type in your own words.
You must also confirm whether the family was notified and whether the coordinator was notified — these timestamps are recorded in the report.
An amber notice at the top of the structured form reminds you that it creates a formal, immutable record — fill in as much detail as possible.
Structured fields are displayed on the saved report card so coordinators can review all details without opening an edit form.
Formal incident reports cannot be backdated — the filing time is recorded automatically. All reports are immutable once submitted; they cannot be deleted by any user.

Low (green) — routine observations or minor notes with no immediate risk.
Medium (amber) — something worth monitoring or following up on.
High (orange) — a significant concern that needs prompt attention from the care team.
Critical (red) — an urgent situation requiring immediate action. Reports show a coloured left border so they are easy to spot in the list.

Use the filter pills at the top of the list to narrow by time period: All, Today, Last Week, Last Month.
You can also search reports by keyword, report type, or severity.

Click the Edit button on any report to update the type, severity, or content.
Only OWNER, FAMILY, and CAREGIVER members can create or edit reports.

Go to the Vitals tab in your Care Circle to record health measurements.
Use Log Vitals to add a reading. After saving, open History to see the stored reading, current-status tiles, and earlier entries.
You can log blood pressure (systolic and diastolic), blood sugar, weight, temperature, and oxygen saturation in a single entry.
All fields are optional — log whichever readings are relevant for that check.
OWNER and FAMILY members can always log vitals. CAREGIVER members (PSWs) can only log vitals once a coordinator has recorded a PSW Vitals Monitoring Consent on the Consents tab for that client — until then, they see a locked message explaining what's needed. All circle members can view recorded vitals.

The top of the Vitals page shows the most recent recorded value for each metric across all past entries.
Each tile shows when that reading was last recorded so you can see at a glance which measurements are up to date.

All readings are stored in a scrollable history table, sorted newest first.
OWNER and FAMILY members can delete individual entries.
Vitals Logging is available on the Family Plus plan and above.

Go to the Documents tab and use the upload area to drag & drop or browse for files.
Use the Upload tab to add a file. After upload, open Document Vault to find, filter, download, or manage saved documents.
Supported formats: PDF, JPG, PNG, DOCX, XLSX (up to 50 MB per file).
Give each document a name and select a folder category: Medical, Insurance, Legal, Care Plan, or Misc.
The storage usage bar at the top shows how much of your plan's allowance is in use.

Use the search box to find documents by name — results update as you type.
Click a folder pill (Medical, Insurance, Legal, Care Plan, Misc) to filter by category. Click it again to clear the filter.
Search and folder filters work together — combine them to narrow results quickly.

Click the Download button next to any document to open a secure, time-limited download link.
Documents are stored privately — only active circle members can access them.
Free plan includes 200 MB storage. Family Plus includes 5 GB. Pro includes 50 GB.

The Proof of Care tab generates a full branded report of all care activities.
It includes a cover page with completion statistics, care team roster, task records, appointments, journal entries, documents, and an immutable audit timeline.
Each report includes a SHA-256 tamper-evidence hash — verifiable proof that the record has not been modified since generation.
All dates and times in the report use your browser's local timezone — automatically detected.
Use it for insurance claims, custody proceedings, legal records, or handoffs to new care providers.
Print or save as PDF using the browser's print toolbar at the top of the report.
Proof of Care is unavailable on the Free plan. Family Plus and Family Pro can generate a tamper-evident HTML report across their full retained history, then print it or save it as a PDF from the browser.

The Reliability tab in your Care Circle gives a visual performance overview of the last 30 days.
It shows four scores: Task Completion Rate, Appointment Fulfilment Rate, Arrival Verification Rate, and an Overall Reliability Score.
Scores are displayed as circular gauges — green means strong performance, amber is moderate, red flags an area that needs attention.
A 'Departures Verified' stat card sits alongside Arrivals Verified, showing what share of verified arrivals also had a GPS-verified departure logged.
The tab also shows total care coverage hours and any items that need attention: overdue tasks and failed appointments.
This feature is available on the Family Pro plan.

Click the 'Weekly Summary' button in your Care Circle's navigation tab row to download the report.
The report covers the past 7 days: completed tasks, skipped tasks, overdue items, upcoming appointments, journal notes, and new documents.
It is formatted as a branded HTML report — open it in any browser, then use File → Print (or ⌘P / Ctrl+P) to save as PDF.

Advanced Care Reports generate a clear, factual summary of recorded care activity over a chosen date range.
Reports are generated privately inside CareMaple without sending Care Circle data to an external AI service.
They are available from the Care Reports tab inside any Care Circle on Family Pro.
OWNER, FAMILY, and AGENCY roles can generate reports. CAREGIVER and VIEWER roles cannot.

Care Summary — a general overview of all activity: tasks, appointments, medications, and journal entries.
Care & Health — a factual care and health record suitable for review with a doctor or specialist.
Insurance / Billing — a structured account of care activities formatted for insurance submissions or reimbursement claims.
Family Update — a plain-language summary written for family members who are not day-to-day caregivers.

Go to the Care Reports tab in your Care Circle.
Select a report type, then choose a start date and end date for the period you want to cover.
Click Generate Report — CareMaple compiles the recorded tasks, appointments, medications, and journal entries from that period.
Toggle 'Compact table format' before generating to display the results as structured tables instead of bullet point lists.
The report appears on screen. Use your browser's print function (⌘P / Ctrl+P) to save it as a PDF.

All dates and times are always displayed in your local timezone — wherever you are in the world.
When you create a task or appointment, the time you enter is stored correctly for your timezone.
Reminders and escalation alerts fire at the right time relative to your local clock.
The Dashboard calendar and stat cards (Overdue, Due Today, Upcoming) are computed in your local timezone.
Journal entry timestamps and document upload times are also shown in your local timezone.

Every task and appointment has a reminder that you configure when creating it.
Options: 1 hour, 2 hours, 6 hours, 12 hours, 24 hours, 2 days, or 1 week before.
Reminders create an in-app notification and send an email to the relevant member.
Each reminder fires once. Editing or rescheduling a task or appointment resets the reminder.

Tasks not completed within 30 minutes of their due time trigger an overdue alert.
Appointments that pass without acknowledgement trigger a missed appointment alert 30 minutes after the scheduled time.
Alerts are sent to the assigned member, or to OWNER/FAMILY if no one is assigned.

Open Settings, then Notification Preferences. Choose Email and Browser push separately for Assignments, Upcoming reminders, Safety alerts, Requests and approvals, Team messages, and Care updates.
In-app notifications stay on for every category so the bell remains a dependable record. Browser push also requires browser permission on the device where you want alerts.
Invitations, account security, ownership and access changes, billing failures, and invoices are required service messages and cannot be disabled.
Your choices are connected directly to CareMaple's email and browser-push delivery policy; they are not display-only settings. New accounts use safe defaults, and missing legacy preferences never silently suppress an alert.

12 hours before each scheduled care visit from the Care Plan, CareMaple sends an email reminder and an in-app notification.
The assigned caregiver receives a personalised reminder with the visit type, date, and start/end time — including a tip to open the app when they arrive to start coverage with one tap.
OWNER and FAMILY members also receive a notification so they know a visit is coming up.
Visit reminders fire once per visit. If no caregiver is assigned to the visit, only OWNER/FAMILY are notified.

Scheduled medications are monitored automatically — if no dose is logged within the expected window, an alert is sent.
The alert email includes the medication name, frequency, time since last dose, doses logged today, and doses logged this week.
Medication alerts are sent to OWNER and FAMILY members at most once per hour per medication.
Only 'Scheduled' medications with a structured frequency generate these alerts. PRN and As Directed medications do not.

CareMaple automatically monitors care patterns and sends alerts to OWNER and FAMILY members when something looks unusual — before it becomes a crisis.
Three patterns are detected: (1) Mood degradation — if a client's average mood wellness score falls to 2.5 or below over 3+ consecutive visit sessions, a 'Wellness Alert' notification is sent. (2) Medication refusals — if 2 or more journal entries in the last 48 hours mention medication refusals, a 'Medication Alert' fires. (3) Consistently late arrivals — if a caregiver has been 20+ minutes late to 3 or more visits in the past month, a 'Punctuality Alert' fires.
Anomaly alerts appear in the notification bell under the relevant category: Wellness Alert (rose), Medication Alert (orange), or Punctuality Alert (amber). Each alert links directly to the page where you can investigate: Vitals, Journal, or Client Visits.
Alerts are de-duplicated — the same anomaly will not re-fire within 24–72 hours depending on type. This prevents alert fatigue while ensuring real trends surface quickly.

Account Owner, Primary Contact, and Care Coordinator members can receive a combined summary email covering every circle they're part of — overdue tasks, tasks due today, and appointments in the next 7 days.
Care Agency does not receive this digest — Care Feedback is one of the internal family-facing tools kept separate from the agency's own operational tools, so there's nothing for Care Agency to be reminded about here.
If anything from the past week is completed but still waiting on your feedback — a finished task or an ended Client Visit with no rating yet — the digest adds a short reminder with a direct link to the Feedback tab. This section only appears when there's actually something pending, so a fully caught-up circle never shows an empty nudge.
Choose how often you receive it from your notification preferences: Daily, Weekly (sent Monday mornings), or Off.
A circle with no activity for over a week automatically tapers to a once-a-week email instead of daily, and after a month of no activity you get a single 'still need this circle?' nudge, then silence until activity resumes.
The same information also appears as an in-app notification in the bell icon.

Go to the Assessments tab in any Care Circle to manage assessment forms for that client.
Coordinators (OWNER or FAMILY) can create any number of forms: Intake Assessment, Fall Risk, Skin Assessment, Cognitive Assessment, or a fully custom form.
To create a form, click 'Create New Assessment Form', enter a title and description, choose the form type, then add fields. Each field can be short text, long text, number, date, Yes/No, single choice, or a dropdown.
For single choice and dropdown fields, enter the options separated by commas. Mark any field as required to enforce completion.
Caregivers complete forms on mobile by clicking 'Complete This Assessment' — they are prompted for each field and can submit in under a minute.
All submissions are stored per client with the submitter's name and timestamp. Coordinators can expand any past submission to see every answer.

Regulations require care plans to be reviewed and signed by both a coordinator and a family member every 90 days.
CareMaple tracks this automatically. On the Care Planning tab, a review banner appears at 60 days ('Reminder'), 75 days ('Due Soon'), and 90 days ('Overdue').
When the review is due, the banner shows two sign-off buttons: 'Sign as Coordinator' and 'Sign as Family'. Both must sign before the plan is marked as current.
Once both parties sign, the Last Reviewed date resets and the 90-day clock starts again.
The review clock is per circle — each client's care plan is tracked independently.

Go to the Safety Check tab in your Care Circle to document the safety of the care environment.
Complete the 12-item checklist — mark each item as Pass, Fail, or N/A. Add a note when marking something as Fail to describe the issue.
Add optional overall notes at the bottom for any general observations.
Click 'Save Safety Check' to submit — each submission is a timestamped, immutable record that cannot be edited or deleted.
All active circle members can view past safety checks. OWNER, FAMILY, AGENCY, CAREGIVER, and NURSE roles can submit new ones.
Previous safety checks are displayed below the form, showing pass/fail counts and the full item-by-item breakdown.

When an OWNER or FAMILY member ends a Client Visit, a feedback prompt appears immediately — rate the visit 1–5 stars and add an optional note, then submit or skip.
You can also rate visits and completed tasks any time from the Feedback tab in your Care Circle.
Feedback Loop has two tabs: Completed Tasks - awaiting feedback and Client Visits - awaiting feedback. Each reveals 5 records first, then 10 more at a time.
Every visit awaiting feedback shows its caregiver, visit date, start time, and end time before you rate it.
An average rating is shown at the top of the page once feedback has been collected.
All submitted feedback is stored in the Feedback History section below.
If anything from the past week is still waiting on your feedback, your daily or weekly care digest email says so and links straight back here — see 'Daily & weekly care digest' below.

Payroll - Old is retained only for backward-compatible direct links and historical reference. It is hidden from the Care Finance menu; use Payroll for all current payroll work.
Hours are calculated automatically from completed Client Visit (Care Coverage) sessions. For a scheduled visit, if a caregiver checks in earlier than the scheduled start time, paid hours start from the scheduled time — not the earlier check-in — so clocking in early never adds extra hours. If a caregiver checks in late, paid hours start from the actual (later) check-in time, so lateness is reflected accurately. The caregiver's real check-in time is always kept on record even when it isn't the one used for pay.
Use the Pay Period filter at the top to set the date range — choose Last 7 Days, Last 30 Days, Last 90 Days, Last 6 Months, or a custom start and end date. Dates are interpreted in your local timezone so the filter is always accurate for where you are.
Expand 'Payroll Settings' at the top of the page to set your Pay Frequency (Weekly, Biweekly, or Monthly), a weekly overtime threshold and multiplier (leave the threshold blank to turn overtime off), a mileage rate per kilometre, and a weekend rate multiplier applied to visits that fall on a Saturday or Sunday.
A summary banner shows Total Client Visits, Total Hours, Total Due, and how many caregivers' timesheets are Approved vs. Unapproved for the selected period.
OWNER and FAMILY members can set or update a caregiver's hourly rate by clicking the rate button next to their name.
Rate changes are tracked over time — if a rate is updated mid-period, each session is calculated at the rate that was in effect when that session happened. This ensures accurate pay even when rates change.
Expand 'Rate change history' under any caregiver to see a full timeline of all rate changes and their effective dates.
The Visit Log shows each individual session with its date, duration, rate used, and calculated amount, plus badges for Overtime, Weekend, and Corrected hours where they apply. The first 5 entries are shown by default — click 'Show N more visits' to expand the full list.
A 'Ran over schedule' badge flags any session that ended more than 30 minutes after its planned end time, so you notice even if the caregiver didn't say anything — if they confirmed 'I'm still working' with a reason during the visit, that reason is shown right under the badge.
While a caregiver's timesheet is still Unapproved, click 'Correct' on any visit row to override its hours and enter a reason (for example, a caregiver forgot to end a visit and it auto-ended hours late). Click 'Revert' to undo a correction. Once a timesheet is approved, its hours lock and corrections are no longer available for those visits.
Click 'Edit in Profile' next to any caregiver to open their profile and update their rate. When you go back, you are returned directly to the Payroll page.
Click 'Export CSV' in the top-right corner of the Payroll page to download a spreadsheet of all sessions in the current pay period — including caregiver name, date, start/end times, regular and overtime hours, weekend flag, hourly rate, total amount, mileage, travel cost, and whether the hours were corrected.
Click 'Approve Timesheet' on a caregiver's card to lock in their numbers for the exact date range you're viewing. Each caregiver's timesheet is approved independently, so you can approve caregivers as they're ready instead of waiting for everyone. Once approved, a timesheet can't be edited — a correction is a new approval, not a change to the old one. Only OWNER and FAMILY can approve, and only when that caregiver has at least one visit and a rate set.
Once a caregiver's timesheet is approved, click 'Mark as Paid' to record that payment went out — optionally enter a payment method (like 'e-transfer') and a reference number. The card then shows who was paid, when, and how.
If a caregiver's visits change after their timesheet was approved (a session was added, removed, or corrected), an amber warning appears on their card telling you to re-approve before marking it paid, so the paid amount always matches what was actually approved.
Every approved and paid timesheet is kept in an Approval History list at the bottom of the page, so you always have a record of exactly what was locked in, by whom, and when.
This feature is available on the Family Plus and Family Pro plans.

Payroll is the current payroll workspace. It replaces the former Payroll 2 label and keeps everything on one page, with no separate tabs to switch between.
A compact filter bar sits below the page title — a Pay Period dropdown (click it to change the date range), a Caregiver dropdown (narrow the whole page down to one caregiver, or leave it on 'All Caregivers'), an Approval Status dropdown (All Statuses, Unapproved, Approved, or Paid), and a 'Payroll Settings' button.
Below the filters is one card per caregiver: their role, current rate, rate-history badge if their rate changed during the period, an Overtime badge if any session ran into overtime, and a paid/approved/unapproved count. Each card's own stat boxes show that caregiver's Client Visits, Total Hours, Approved, Unapproved, Distance, Expense, and Amount Due for the period.
Every caregiver's own client visit sessions are listed directly inside their card — date, start and finish time, hours (with Overtime and Weekend badges), distance, expense, rate, amount, and approval status. The Approval Status filter narrows which of a caregiver's sessions are shown here; it never affects the card's own totals above it, which always reflect the caregiver's whole period.
Approval works per session, not per pay period — so switching the Pay Period filter never changes an already-approved session back to unapproved.
On any Unapproved row, click the pencil icon to correct its Hours, Distance (km), and Expense together with one shared reason, or the shield-check icon to approve just that session — approving locks it from further correction. On any Approved-but-unpaid row, click the banknote icon to mark that one session paid, entering an optional payment method and reference.
Each caregiver's card also has 'Approve All' (approves every currently-unapproved session for that caregiver in the period at once) and, once any session is approved-but-unpaid, 'Mark Approved Sessions Paid' (marks every currently-approved-unpaid session for that caregiver paid at once) — both act on the caregiver's whole period regardless of the Approval Status filter. Only OWNER and FAMILY can approve or mark paid.
A 'Recent activity' log at the bottom lists approvals and payouts across every caregiver, most recent first.
Export CSV downloads the detailed session data currently on screen, honoring the current Caregiver and Approval Status filters.

If you're a caregiver or nurse, go to My Pay in Care Finance to see your own hours and estimated pay. The coordinator's Payroll page is not visible to you, but My Pay shows the same underlying session records for your own visits, read-only.
Use the Pay Period filter to choose the date range, and the Approval Status filter (All, Unapproved, Approved, or Paid) to narrow the session list below — both work the same way they do on Payroll.
The summary shows Client Visits, Total Hours, Approved, Unapproved, Distance, Expense, and Estimated Pay for the period, plus your current hourly rate (or 'Not set — ask your coordinator' if it hasn't been added yet).
Your sessions are listed in a table — date, start and finish time, hours (with Overtime and Weekend badges), distance, expense, rate, amount, and approval status for each one. This is read-only; only your coordinator can correct hours, approve, or mark a session paid.
Expand 'Rate change history' to see a timeline of your past rate changes and when each took effect.
Expand 'Recent activity' at the bottom to see when each of your sessions was approved or paid, by whom, and (for paid sessions) the payment method.

When a caregiver ends a visit using the 'End Visit' form, a 'Mileage travelled (km)' field appears at the bottom of the form — enter the number of kilometres driven to or during the visit.
Mileage is stored on the completed visit session and included in the CSV export from the Payroll tab as a 'Mileage (km)' column — use this to calculate mileage reimbursements in your payroll tool.
Set a Mileage Rate ($/km) in 'Payroll Settings' at the top of the Payroll tab to have CareMaple automatically calculate a travel cost from each visit's mileage and add it to that caregiver's amount due and CSV export.
Mileage is optional — if left blank, the export column will be empty for that session and no travel cost is added.

When an OWNER or FAMILY member ends a Client Visit, a 1–5 star rating prompt appears immediately — rate how satisfied you are with the visit and add an optional note.
You can also rate any completed task or ended visit at any time from the Feedback tab.
The Feedback tab shows an aggregate average rating at the top, plus per-visit and per-task feedback history.
Use feedback to identify patterns: consistently low scores for a caregiver are a signal for a coaching conversation; consistently high scores tell you what's working.

Use the Support button from any signed-in page to search CareMaple's own guides or open a private conversation with the CareMaple support team.
Help searches stay inside CareMaple and are not sent to an external AI or third-party chat service.
Support conversations are private to your account and CareMaple Support. Email alerts contain a secure link but never copy your message text.
You can follow every request from the Support workspace and reply whenever more information is needed.
Do not send passwords, payment card details, or unnecessary client medical information. CareMaple Support is not an emergency service; call 911 when immediate help is needed.

The Help Centre and Contact page are available before you create an account or Care Circle.
Use the public Contact form for general questions, plans and sales, partnerships, press, privacy requests, or account-access help.
CareMaple verifies your email before a public message enters the staff support inbox. Unverified messages are not delivered to the team.
Do not include passwords, payment card details, or client health information in a public contact message.

The Free plan includes 1 Care Circle, up to 3 members, 200 MB document storage, 30 days of activity history, core coordination, and basic alerts. Proof of Care is not available on Free.
Family Plus ($24.99/month or $249/year) includes up to 3 Care Circles, up to 10 members per circle, 5 GB storage, full activity history, Proof of Care, Provider Directory, vitals, configurable notifications, medication supply planning, weekly care summaries, and the Care Calendar.
Family Pro ($39.99/month or $399/year) is for families coordinating professional caregivers directly or through a care agency. It includes everything in Family Plus plus unlimited circles and members, 50 GB storage, GPS appointment verification, Care Visits, task location capture, payroll and overtime workflows, reliability, Advanced Care Reports, and priority support.

Every new account starts with a free 30-day trial of Family Pro — no credit card required. Approved waitlist accounts receive 60 days.
During the trial, you get full Family Pro access, including professional caregiver and care-agency coordination, Proof of Care, GPS visit verification, payroll, reliability, and Advanced Care Reports.
If you subscribe before the trial ends, checkout preserves the remaining trial period and billing starts when it ends.
If you do not upgrade, your account moves to Free when the trial expires. Your data is kept, but paid features—including Proof of Care—become unavailable.
You can cancel at any time during the trial with no charge.

Go to Settings → Billing to upgrade, start a trial, or manage your subscription.
Payments are handled securely by Stripe — CareMaple never stores your card details.
To change your billing interval (monthly ↔ yearly) or cancel, click 'Manage Subscription' in the Billing section.
When you cancel, access continues until the end of your current billing period.

The CareMaple Ops REST API lets you read and write care data programmatically — integrate with EMRs, payroll systems, reporting tools, or build your own custom workflows.
API access is included on all Ops plans (Starter, Pro, and Enterprise). Rate limits vary by plan.
The base URL for all requests is https://ops.caremaple.com/api/v1

Go to Agency → API in the top navigation.
Click 'Create new API key', enter a descriptive name (e.g. 'My EMR Integration', 'Zapier'), and click 'Create key'.
Your API key is shown once immediately after creation — copy it and store it somewhere safe. It cannot be retrieved again.
Keys start with cmops_ and are stored as a secure hash — CareMaple never retains the plaintext value.

Pass your API key as a Bearer token in the Authorization header of every request.
Example: Authorization: Bearer cmops_YOUR_KEY_HERE
Your API key inherits the same role-based permissions as your account. A key created by an OWNER has OWNER-level access to your circles.
Caregivers can only access tasks and appointments assigned to them — the same restriction as in the app.

GET /api/v1/circles — list all active care circles you are a member of.
GET /api/v1/circles/:id — get a single circle with member count.
GET /api/v1/circles/:id/tasks — list tasks (filterable by status, supports cursor pagination).
POST /api/v1/circles/:id/tasks — create a new task (OWNER and FAMILY only).
GET /api/v1/circles/:id/appointments — list appointments (upcoming or past).
GET /api/v1/circles/:id/coverage — list care coverage sessions.
GET /api/v1/circles/:id/journal — list journal entries (filterable by tag).
POST /api/v1/circles/:id/journal — create a journal entry.
Full documentation with examples is at ops.caremaple.com/api-docs

Go to Agency → API. Your active keys are listed with their prefix, creation date, and last-used date.
Click 'Revoke' next to the key you want to disable. Any integration using that key will stop working immediately.
Revoked keys are shown in a separate list below your active keys for your records.
You can create a new key at any time to replace a revoked one.

Can't find what you're looking for?

CareMaple Ops

Help Centre

Getting Started

Managing Your Care Circle

Client Information

Care Planning

Dashboard & Calendar

Agency Dashboard (CareMaple Ops)

Agency Staff Management (CareMaple Ops)

Agency Scheduling & Dispatch (CareMaple Ops)

Agency Client Billing (CareMaple Ops)

Agency EVV Compliance (CareMaple Ops)

Agency Reporting & Analytics (CareMaple Ops)

Agency Client Intake & Onboarding (CareMaple Ops)

Caregiver My Day View (CareMaple Ops)

Tasks & Care Coordination

Appointments

Client Visit (Care Coverage)

Medications

Incidents

Vitals Logging

Documents

Proof of Care & Reports

Care Reports

Timezone & Date Accuracy

Notifications & Reminders

Compliance & Legal (CareMaple Ops)

Safety, Payroll & Feedback

CareMaple Support

Billing & Plan

Developer API