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The Admin Portal is your agency's command center — everything you need to run day-to-day operations in one place. From the dashboard, you can manage clients and caregivers, build and adjust the weekly schedule, track billing and payroll, monitor compliance (background checks, certifications, training), and review reports on your agency's performance. Key areas include: Schedule (build shifts, verify completed weeks, leave notes for your team), Billing (generate and send invoices, charge cards directly), Clients & Caregivers (full profiles, documents, and history), and Reports (weekly, monthly, and annual P&L, plus automatic profit allocation breakdowns). Everything updates in real time, so your whole team sees the same up-to-date picture.

Our onboarding wizard walks you through everything step by step:

<ol>
<li><strong>Agency info</strong> — your agency name, logo, address, and contact details</li>
<li><strong>Payment setup</strong> — connect Square or Stripe so you can start invoicing clients right away</li>
<li><strong>Service types & rates</strong> — set your billing rates and the service codes you use (personal care, homemaker, respite, etc.)</li>
<li><strong>Locations</strong> — add your first location (you can add more later if you operate in multiple areas)</li>
<li><strong>Add your first caregiver</strong> — name, contact info, pay rate, and any certifications on file</li>
<li><strong>Add your first client</strong> — name, contact info, care needs, and billing rate</li>
</ol>

Most agencies are fully set up and ready to schedule their first shift in under 30 minutes. You can always go back and adjust any of these settings later — nothing here is locked in permanently.

Adding and managing caregivers is all done from the Caregivers section:

<ol>
<li><strong>Add a caregiver</strong> — click "Add Caregiver" and enter their name, contact info, pay rate, hire date, and 1099 or W-2 status. You can also collect SMS consent right here if you want to send them text alerts later.</li>
<li><strong>Their full profile</strong> — click into any caregiver to see tabs for Shifts, Notes, Certifications, Availability, Time Off, Onboarding, Training, and Background Check — everything about that caregiver in one place.</li>
<li><strong>Certifications & training</strong> — track licenses, required training modules, and renewal dates, with automatic alerts when something's expiring soon.</li>
<li><strong>Availability & time off</strong> — caregivers can set their weekly availability and request time off, which you approve or deny right from their profile.</li>
<li><strong>Portal access</strong> — create a login for the caregiver so they can clock in/out, view their schedule, and see their pay stubs from their own portal.</li>
<li><strong>Status</strong> — change a caregiver's status (Prospect, Active, Inactive, Terminated) at any time; going Active automatically sends their onboarding paperwork.</li>
</ol>

Everything updates in real time — if a caregiver clocks in, completes training, or requests time off, you'll see it reflected immediately on their profile.

Yes. CareSoftPro uses role-based access control, so each person only sees what's relevant to them:

<ol>
<li><strong>Admin / Super Admin</strong> — full access to everything: billing, reports, settings, staff management, and all agency data.</li>
<li><strong>Manager</strong> — day-to-day operational access (schedule, clients, caregivers, compliance) without access to sensitive areas like billing, payroll, or agency settings.</li>
<li><strong>Staff</strong> — permission-based access, where you choose exactly which modules each staff member can see and use.</li>
<li><strong>Caregiver Portal</strong> — caregivers only see their own schedule, pay stubs, training, and clock in/out — never other caregivers' info or agency financials.</li>
<li><strong>Family Portal</strong> — family members only see information about their own loved one: care notes, schedule, and invoices for that client.</li>
<li><strong>Doctor Portal</strong> — referring providers get secure, read-only access to their own patients' relevant care information.</li>
<li><strong>Locations</strong> — if your agency has multiple locations, you can also restrict staff to only see clients, caregivers, and schedules for their assigned location.</li>
</ol>

This keeps sensitive information — like SSNs, banking details, and financial reports — visible only to the people who actually need it.

Build your weekly schedule from the Admin Portal, with two ways to view it:

<ol>
<li><strong>List view</strong> — a simple day-by-day list of every shift, best for quickly scanning what's coming up.</li>
<li><strong>Client Grid view</strong> — a full week laid out with clients down the side and days across the top, so you can see everyone's coverage at a glance.</li>
</ol>

<strong>Adding a shift:</strong>
<ol>
<li>Click "+ Add Shift" and choose the client, caregiver (or leave unassigned), date, and time.</li>
<li>Set the billing rate and caregiver pay rate — hourly or flat/per-visit, using saved rate presets if you have them.</li>
<li>Add a service code for EVV compliance, and make it recurring if it repeats weekly.</li>
</ol>

<strong>Once shifts are scheduled:</strong>
<ol>
<li>Caregivers clock in and out from their portal, with GPS location recorded automatically.</li>
<li>You'll get an alert if a caregiver misses a clock-in or forgets to clock out.</li>
<li>The Week Review panel lets you mark each day "Verified" once you've confirmed hours and billing are correct, plus leave notes for your team (like "caregiver left early this day").</li>
</ol>

Overtime warnings show up automatically when a caregiver's hours for the week are approaching or exceeding full-time, so nothing catches you by surprise on payroll day.

The Schedule page includes a Week Review panel — a simple day-by-day checklist where you mark each day "Verified" once you've confirmed hours and billing were correct. It also has a notes field for anything worth remembering later, like "caregiver left early this day." It's a lightweight audit trail your whole team can see.

Yes. The Allocations page lets you set percentages for how your net profit is divided — Capital, Owner's Draw, Operating Expenses, and Tax Set-Aside. Once set, every weekly, monthly, and annual report automatically shows the dollar breakdown for that period, so you always know where your profit is going.

Caregivers get a clean, mobile-friendly dashboard built for use on the go — most caregivers access it right from their phone. It includes:

<ol>
<li><strong>Schedule</strong> — upcoming shifts with client name, address, and time, viewable as a calendar or list.</li>
<li><strong>Clock in/out</strong> — one tap to start or end a shift, with GPS location recorded automatically for verification.</li>
<li><strong>Pay stubs</strong> — caregivers can view their own pay history and hours worked at any time.</li>
<li><strong>Medication Administration Record (MAR)</strong> — during an active clock-in, caregivers can view and log medications for that client's shift.</li>
<li><strong>Training</strong> — complete assigned training modules directly from the portal, with progress tracked automatically.</li>
<li><strong>Time off requests</strong> — request time off and see the status (pending, approved, denied) without needing to call the office.</li>
<li><strong>Messages</strong> — chat directly with the office or other team members for quick questions.</li>
</ol>

Everything is designed to keep caregivers focused on care, not paperwork — no separate apps or logins needed for scheduling, payroll, or documentation.

When a caregiver arrives at a client's location, they simply tap "Clock In" from their portal:

<ol>
<li><strong>Location captured automatically</strong> — the caregiver's GPS coordinates are recorded the moment they clock in, and again when they clock out.</li>
<li><strong>Distance check</strong> — CareSoftPro compares the clock-in location to the client's address on file. If it's more than half a mile away, the shift gets flagged for admin review.</li>
<li><strong>No manual entry needed</strong> — caregivers don't type in an address or confirm location themselves; it all happens in the background with one tap.</li>
<li><strong>Full audit trail</strong> — admins can view exact clock-in/out locations on a map from the shift's detail view, along with any flagged discrepancies.</li>
</ol>

This protects your agency by verifying caregivers were actually on-site, and helps catch clock-in errors (like accidentally clocking in from home) before they turn into billing problems.

Caregivers log into their portal and go to Pay History (or Timecard, depending on your setup) to see:

<ol>
<li><strong>Completed shifts</strong> — every shift they've worked, with hours and pay rate for each.</li>
<li><strong>Pay period totals</strong> — hours and earnings broken down by pay period, so it's easy to see what a given paycheck covers.</li>
<li><strong>Direct deposit status</strong> — if your agency uses Stripe Connect for payouts, caregivers can also see when a payment was sent to their bank account.</li>
</ol>

Caregivers only ever see their own pay information — never anyone else's — keeping payroll details private between each caregiver and the agency.

During an active clock-in, caregivers can access the MAR for that client directly from their portal:

<ol>
<li><strong>View scheduled medications</strong> — every medication a client is prescribed, along with dosage and timing, is listed right there during the shift.</li>
<li><strong>Log administration</strong> — the caregiver marks each medication as given (or notes if it was missed or refused), with the time recorded automatically.</li>
<li><strong>Vitals tracking</strong> — caregivers can also log vitals like blood pressure or blood sugar alongside medication administration.</li>
<li><strong>RN review</strong> — admins and supervising nurses can review MAR entries and vitals from the office, with alerts if a scheduled review is coming due.</li>
</ol>

Everything is timestamped and tied to the specific shift, giving you a complete, accurate medication record for every client without relying on paper logs.

Caregivers can complete assigned training modules right from their portal, no separate learning platform required:

<ol>
<li><strong>Assigned modules</strong> — admins assign required training (like abuse prevention, infection control, or agency-specific policies) to caregivers based on their role or contractor type.</li>
<li><strong>Self-paced completion</strong> — caregivers work through each module on their own schedule, from any device.</li>
<li><strong>Automatic tracking</strong> — completion dates, expiration dates, and renewal reminders are all tracked automatically — no spreadsheets needed.</li>
<li><strong>Compliance alerts</strong> — admins get a heads-up when a caregiver's required training is overdue or expiring soon, right on their profile and the Compliance dashboard.</li>
</ol>

This keeps your agency's training records audit-ready at all times, without anyone having to manually chase down who's completed what.

Family members get a secure login where they can view:

<ol>
<li><strong>Care notes</strong> — updates from caregivers about how each shift went, so families stay informed even when they can't be there in person.</li>
<li><strong>Schedule</strong> — upcoming and past shifts for their loved one, including which caregiver is assigned.</li>
<li><strong>Vitals</strong> — recorded vitals like blood pressure or blood sugar, if your agency tracks them.</li>
<li><strong>Invoices</strong> — billing statements and payment history for their loved one's care.</li>
<li><strong>Messages</strong> — a direct line to the agency office for questions or updates.</li>
</ol>

Family members only ever see information tied to their own loved one — never other clients' data, caregiver personal details, or agency-wide information. It's designed to give families peace of mind without exposing anything they shouldn't see.

Yes. Family members can receive push notifications when a caregiver clocks in and clocks out of a shift, so they know in real time when care is happening — especially useful for families who don't live nearby.

<ol>
<li><strong>Clock-in alert</strong> — sent the moment a caregiver starts a shift.</li>
<li><strong>Clock-out alert</strong> — sent when the shift ends.</li>
<li><strong>Optional</strong> — notifications can be turned on or off per family member, based on what they prefer.</li>
</ol>

Yes. Family members can view billing statements and invoices for their loved one right from their portal — no need to call the office or wait for a mailed statement.

<ol>
<li><strong>Current and past invoices</strong> — a full history of billing for that client.</li>
<li><strong>Payment status</strong> — whether an invoice is paid, pending, or overdue.</li>
</ol>

Family members only ever see invoices for their own loved one, never any other client's billing information.

Doctors and referring providers get a secure, read-only view into their patients' care:

<ol>
<li><strong>Patient list</strong> — every client referred by that provider, in one place.</li>
<li><strong>Care updates</strong> — recent notes, vitals, and shift activity for each patient.</li>
<li><strong>Vitals history</strong> — trends over time for things like blood pressure or blood sugar, useful for tracking a patient's condition between visits.</li>
</ol>

It's designed to keep referring providers in the loop without giving them access to anything outside their own patients — no billing, no other clients, no agency operations.

Patient data is encrypted and access is strictly limited to a provider's own referred patients — no provider can see data for a patient they didn't refer. All access is logged, and sensitive fields (like SSNs) are encrypted at rest, never stored or transmitted in plain text.

CareSoftPro follows standard safeguards for handling protected health information, including role-based access control, encrypted storage, and audit logging of who accessed what and when.

Once a shift is completed, it automatically feeds into a client invoice. Invoices are emailed to clients and tracked inside CareSoftPro. Overdue invoices are flagged automatically. You can record payments by any method — card, ACH, check, cash, or Zelle.

Payroll is calculated from completed shifts each pay period:

<ol>
<li><strong>Automatic calculation</strong> — hours and pay rates from completed shifts feed directly into payroll, no manual entry needed.</li>
<li><strong>Direct deposit via Stripe Connect</strong> — pay 1099 caregivers directly from CareSoftPro, with funds going straight to their bank account.</li>
<li><strong>Payroll provider export</strong> — if you use Gusto, ADP, Paychex, QuickBooks Payroll, or Patriot Payroll, download a ready-to-import CSV formatted for your provider.</li>
<li><strong>W-2 support</strong> — if your agency has W-2 employees, CareSoftPro tracks and reports accordingly alongside your 1099 contractors.</li>
</ol>

CareSoftPro includes monthly P&L statements, weekly summaries, and annual rollups — everything you need to understand how your agency is performing:

<ol>
<li><strong>Weekly reports</strong> — revenue, caregiver cost, referral cost, and net profit for each week, finalized once you've reviewed them.</li>
<li><strong>Monthly summaries</strong> — a rollup of all finalized weeks in a month, with the same breakdown.</li>
<li><strong>Annual summary</strong> — your whole year at a glance, month by month.</li>
<li><strong>Profit allocation</strong> — every report automatically shows how net profit splits across Capital, Owner's Draw, Operating Expenses, and Tax Set-Aside, based on percentages you set once.</li>
<li><strong>Mileage reports</strong> — if your agency tracks caregiver mileage, reimbursement totals are calculated automatically.</li>
</ol>

CareSoftPro connects directly to Square or Stripe (whichever you already use, or set up fresh in a few minutes) so you can charge a client's card right from their invoice. Once you're set up, a "Charge Card" button appears on every invoice — enter the card once, and CareSoftPro can save it securely for next time, so future invoices are a single click.

No. Once a card is saved — either from an invoice payment or when the client signs their intake contract — it's stored securely on file and reusable for every future invoice with one click. No card numbers are ever stored directly in CareSoftPro; everything is tokenized through Square or Stripe.

Yes. When you send a new client their intake contract to sign, CareSoftPro can require a payment method (card) as part of signing — useful for collecting a deposit or first week's payment upfront, before service even begins.

Plans start at $99/month. All plans include every core feature — scheduling, billing, payroll, compliance tracking, and all four portals (Admin, Caregiver, Family, Doctor). There are no hidden fees for adding caregivers or clients, and no long-term contract required.

No. CareSoftPro is 100% cloud-based. Your agency, your caregivers, and your clients' families all access everything through a web browser or mobile app — nothing to install, update, or maintain on your end.

Your free trial gives you full access to the entire platform for 7 days — every feature, every portal, no limitations. No credit card is required to start, and there's no obligation to continue after the trial ends.

Most agencies are fully set up in under 30 minutes using the onboarding wizard — agency info, payment setup, service rates, and your first caregiver and client. You can always add more detail later; nothing needs to be perfect on day one.

Yes. All sensitive data — including Social Security numbers, banking information, and medical records — is encrypted both in storage and in transit. Access is strictly controlled through role-based permissions, so only the people who need to see specific information ever can. CareSoftPro never stores raw payment card numbers; all card processing is tokenized through Square or Stripe.

Yes — CareSoftPro can send SMS text alerts to caregivers for things like missed clock-ins or late clock-outs, in addition to the built-in app notifications. You'll need your own Twilio account (a popular, low-cost texting service) connected in Settings, and each caregiver opts in individually.