Documentation

Help Centre

Everything you need to get the most out of Care Maple — from first setup to advanced features.

Getting Started Managing Your Care Circle Client Information Dashboard & Calendar Tasks & Care Coordination Appointments Client Visit (Care Coverage)Medications Journal & Notes Documents Proof of Care & Reports Care Reports Timezone & Date Accuracy Notifications & Reminders Billing & Plan

Sign up with your email address and set a secure password, or use a sign-in link.
After signing up, complete your profile by adding your first name, last name, and contact information from the Profile page.
If you are a new user and have received a Care Circle invitation, click the link in the invitation email — it will take you directly to a sign-up page. After confirming your email address, you will be taken straight into the Care Circle.
If you already have an account, accept the invitation from the Pending Invitations banner on your dashboard.

From the Dashboard, click 'New Circle' and enter the name of the person you are caring for.
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.
OWNER has full control including member management, billing, and all settings.
FAMILY members can create tasks, appointments, write journal entries, and invite caregivers.
CAREGIVER can complete tasks assigned to them, log medication doses, and write journal entries.
AGENCY can invite caregivers and export reports.
VIEWER has read-only access.

From your Care Circle page, use the invite form to add new members.
Enter their email address and select their role.
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 plan supports 1 member per circle. Family Plus supports up to 10. Pro is unlimited.

Circle owners can change any member's role using the dropdown next to their name.
Ownership can only be transferred to an active Family member — update the member's role to Family first if needed.
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.
OWNER and FAMILY members 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.
OWNER and FAMILY members 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.

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 Care Maple support to restore an archived circle.

Each Care Circle has a Client Info tab where you can store key information about the care recipient.
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.

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 — Care Maple 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.
Care Team: primary physician, specialist, hospital preference.
Insurance: provider, policy number, group number.
Emergency Contact: name, phone, relationship.
Care Notes: mobility notes, dietary needs, special instructions.

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.

The calendar shows all your tasks and appointments 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 tasks and appointments for that day.
Dot indicators show appointments (blue), high priority tasks (red), medium (amber), low (green), and overdue tasks (pulsing red).
Click Today to jump back to the current date.

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.
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.
Completed and skipped tasks are grouped in collapsible sections below the active list.

On Family Pro, Care Maple 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 Care Maple, 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.
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.

The Providers tab in your Care Circle stores a reusable list of doctors, specialists, therapists, and other providers.
OWNER and FAMILY members can add, edit, and delete providers. All active members can view the list.
Each provider record includes: name, role, organisation, and address.
The address geocodes automatically as you finish typing each field — a green confirmation appears when the location is found.
If the address cannot be found, an error message appears and you must correct it before saving — a valid geocoded address is required to enable geofenced arrival verification.
Once saved, providers appear in a dropdown when scheduling appointments — select one to pre-fill all provider details.

For upcoming appointments assigned to you, Care Maple 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 Care Maple 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 showing your verified distance from the provider address (e.g. 'Arrived · 42 meters').
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, geofence status, and GPS-verified distance.
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.

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.

The Appointments tab is split into Upcoming and Past sections.
Past appointments are collapsed by default — click the Past Appointments header to expand them.
Past appointments are read-only — they cannot be edited.
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.
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.
OWNER and FAMILY members can view all active and past coverage sessions for the circle.
CAREGIVER members can start and end their own sessions.

Go to the Client Visit page in your Care Circle.
If a Care Location has been set in Client Info, Care Maple 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.
Care Maple 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.
Coverage can only be started when GPS confirms you are at the care location — if you are not within range, an error appears and you must move closer before starting.
A pulsing indicator shows that a session is active, and the elapsed time updates in real time.
Click 'End Coverage' when care is complete — the session is recorded with start time, end time, full duration, and location result.
OWNER and FAMILY members can end any active session if needed.
Past sessions are listed with caregiver name, date, duration, and any notes. A green badge on a session confirms the caregiver was at the care location at the start of the session.
This feature is available on the Family Pro plan.

Go to your circle's Medications tab to manage the care recipient's medication list.
Enter the medication name, dosage (e.g. 500mg), and prescribing instructions.
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 and FAMILY members can add medications directly — they appear as active immediately.
CAREGIVER members submit medications for approval — the submission is held as 'Pending' until an OWNER or FAMILY member reviews it.

When a CAREGIVER submits a medication, it appears at the top of the Medications tab under 'Pending Approval'.
Each pending card shows the caregiver's name so you know who is requesting the addition.
Review the medication details, then click Approve to activate it or Reject to decline it.
Approved medications move immediately to the active medications list.
Rejected medications are moved to the inactive section and marked as rejected.

Click the green Done button next to a medication to quickly log that a dose was given.
From the dose form, set the administration status: Given, Refused, Held (nurse hold), or Missed.
The dose amount is pre-filled from the prescription — update it if the actual dose was different.
Add optional notes or observations, and optionally attach a photo or document as evidence.
CAREGIVER, FAMILY, and OWNER roles can all log doses.

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.
Inactive medications (past their end date or manually deactivated) are grouped in a collapsible section at the bottom of the Medications tab.

Care Maple 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.
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.

Use the Journal tab to record symptom notes, mood observations, incidents, or general caregiver and family notes.
Each entry is timestamped in your local timezone and attributed to the author.
Entry types: Symptom note, Mood, Incident, Caregiver note, Family note.

Use the filter pills at the top of the Journal Entries list to narrow entries by time period.
Options: All, Today, This Week (last 7 days), This Month (last 30 days).
The entry count badge updates to reflect how many entries match the current filter.

Click the Edit button on any entry to open an inline edit form.
You can change the entry type and content.
Saving redirects you back to the full journal list.

Go to the Documents tab and use the upload area to drag & drop or browse for files.
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.
Free plan exports the last 30 days only. Family Plus and Family Pro export full history.

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.
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.

Care Reports use Claude AI to generate a clear, professional narrative summary of all care activity over a chosen date range.
They are available from the Care Reports tab inside any Care Circle.
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.
Clinical / Medical — a clinically framed summary suitable for handing to 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 — the AI will analyse all 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.

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.

The Free plan includes: 1 Care Circle, 1 member per circle, 200 MB document storage, 30-day Proof of Care history, and basic overdue alerts.
Family Plus ($24.99/month or $199/year) includes: up to 3 care circles, up to 10 members per circle, 5 GB storage, full activity log, full Proof of Care export (PDF), Provider Directory, advanced escalation rules, configurable reminders, medication refill reminders, weekly care summaries, and the Care Calendar.
Family Pro ($39.99/month or $319/year) includes everything in Family Plus, plus: unlimited circles and members, 50 GB storage, Appointment Arrival Verification (geofenced check-in), Client Visit (Care Coverage) sessions, Task Location Capture, Care Reliability Score, AI Care Reports, and priority support.

Every new account starts with a free 14-day trial of Family Plus — no credit card required.
During the trial, you get full Family Plus access: up to 3 circles, up to 10 members, 5 GB storage, full Proof of Care export, and all coordination features.
If you upgrade before the trial ends, your subscription starts immediately at the chosen plan rate.
If you do not upgrade, your account moves to the Free plan when the trial expires. Your data is kept — you just lose Plus features.
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 — Care Maple 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.

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