Help Centre
Everything you need to know about using Care Maple.
Getting Started
Creating your account
- 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.
Setting up your first Care Circle
- From the Dashboard, click 'New Circle' and enter the name of the person you are caring for.
- Add optional notes to give context.
- Each Care Circle represents one care recipient and can have multiple family members and caregivers.
Managing Your Care Circle
Understanding roles
- Each circle member has a role that controls what they can see and do.
- OWNER has full control including member management and all settings.
- FAMILY members can create tasks, appointments, write journal entries, and invite caregivers.
- CAREGIVER can complete tasks assigned to them and write journal entries.
- AGENCY can invite caregivers and export reports.
- VIEWER has read-only access.
Inviting members
- From your Care Circle page, use the invite form to add new members.
- Enter their email and select their role.
- They will receive an email invitation.
- When they sign in, they can accept the invitation from their dashboard.
- Invitations must be accepted manually — they are never auto-accepted.
Changing roles & transferring ownership
- Circle owners can change any member's role using the dropdown next to their name.
- You can also transfer ownership to another active member if needed.
- Caregivers only see tasks and appointments assigned to them — this is intentional for privacy.
Patient Information
Setting up the patient profile
- Each Care Circle has a Patient 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.
What information is stored
- Identity: name, preferred name, date of birth, gender, phone, email, address.
- 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.
Dashboard & Calendar
Understanding the dashboard
- The dashboard shows four summary cards: Overdue tasks, Due Today, Upcoming tasks, and Next Appointment.
- These are computed in your local timezone — not server time — so counts are always accurate for where you are.
- Quick Actions lets you mark tasks as Done directly from the dashboard.
Using the Care Calendar
- The calendar below the stat cards shows all your tasks and appointments visually.
- Switch between Month view and Week view using the buttons at the top right.
- Click any day to see a detailed panel on the right 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.
Tasks & Care Coordination
Creating tasks
- Go to your circle's Tasks tab.
- Fill in the task title, select a type (Meds, Meals, Hygiene, Mobility, Sports, etc.), priority, and frequency.
- Set a due date and time — this is always stored in your local timezone.
- 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.
Task reminders & escalation
- Every task has a reminder that fires before the due time (you choose how far ahead).
- 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 only fire once per task. If you edit and reschedule a task, the reminder resets.
Completing & skipping tasks
- 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.
Appointments
Scheduling appointments
- Navigate to the Appointments tab in your circle.
- Add the date/time, location, provider name, provider role, and any notes.
- 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.
Appointment reminders & missed alerts
- 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 OWNER/FAMILY if unassigned).
Past & upcoming appointments
- The Appointments tab is split into Upcoming and Past sections.
- Past appointments are read-only — they cannot be edited.
- Newest appointments appear at the top of each section.
Journal & Notes
Writing journal entries
- 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.
Documents
Uploading documents
- 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).
- Give each document a name and select a folder category: Medical, Insurance, Legal, Care Plan, or Misc.
Downloading documents
- Click the Download button next to any document.
- Documents are stored securely and only accessible to active circle members.
Proof of Care & Reports
Proof of Care report
- 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 with full history, 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.
- Use it for insurance claims, custody proceedings, legal records, or handoffs to new care providers.
- Print or save as PDF using the toolbar at the top of the report.
Weekly Activity Summary
- Download a weekly summary from the circle page.
- The report includes completed tasks, skipped tasks, overdue items, upcoming appointments, journal notes, and new documents.
- It is formatted as a branded HTML report — open in any browser and print or save as PDF.
Timezone & Date Accuracy
How Care Maple handles timezones
- 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 also computed in your local timezone.
Notifications & Reminders
How reminders work
- 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.
Overdue & missed alerts
- 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.