CareMaple Family

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

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 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.
  • Creating a Care Circle is reserved for Owners and Family 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.
  • OWNER has full control including member management, billing, and all settings. This is the person who set up the circle.
  • Family Member can create tasks, appointments, write journal entries, 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. Invited by the OWNER.
  • 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 Nurses, OWNERs, and Family Members can administer a dose using the full clinical form (with vitals and effectiveness).
  • Agency can invite caregivers and export reports.
  • Guest has read-only access — they can see care activity but cannot create, complete, or edit anything.
  • Caregivers see a focused care-delivery view: My Day plus Incidents, Vitals, Safety Check, and Team Chat under Care Activities, with My Pay under Care Finance. They can open provider details from Care Team in read-only mode; planning, reporting, and payroll-management tools stay hidden automatically.
  • From your Care Circle page, use the invite form to add new members.
  • Enter their email address and select their role.
  • 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 in its Care Circle. Family Plus supports up to 10 members per circle. Family 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 Member 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.
  • 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, and AGENCY coordinators 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 from the Care Plan, 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, 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 Chat tab in the circle sidebar navigation.
  • All active circle members can read and send messages — messages are visible to everyone in the circle.
  • 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 or press Enter to submit.
  • Your messages appear on the right in indigo; other members' messages appear on the left with their name and timestamp.
  • 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 time.
  • 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 Chat nav item in the sidebar. The badge clears automatically when you open Team Chat.
  • Chat notifications in the bell icon also link directly to the Team Chat for that circle — tap the notification to jump there instantly.
  • Use Team Chat for care updates, handoff notes, or any conversation the whole team needs to see — keeping it 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.
  • 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 you first join a Care Circle, 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.
  • 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, so links, refresh, and browser navigation remain predictable.
  • 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 are shown alongside 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 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, 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 Scheduling so it can be reviewed and adjusted.
  • The Emergency Card is a read-only page showing all critical client information on one screen — open it in under 3 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) to open it.
  • It shows: DNR/resuscitation directive, emergency contact with clickable phone number, allergies, primary diagnosis, primary physician with phone, preferred hospital, insurance, and all active medications.
  • A Print button in the top right lets you print the card for a physical binder.
  • The Emergency Card reflects whatever is saved in Client Info. Keep Client Info up to date to ensure it is accurate.
  • Care Plan stores the client's clinical context, emergency information, preferences, routines, daily-living support, safety measures, goals, services, and care instructions. Scheduling is the separate place for activities, timing, assignments, preferred hours, and generated visits.
  • OWNER, FAMILY, and AGENCY members can view the Care Plan tab; OWNER and FAMILY can create and manage it. CAREGIVER, NURSE, and VIEWER 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 the Client Visits tab where the live schedule is managed.
  • 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.
  • 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 it auto-created — this works even after navigating away and coming back.
  • The live caregiver schedule is managed from the Client Visits tab — not the Care Plan tab. The Care Plan defines what care is needed; the Client Visits tab is where you publish those activities as a real schedule.
  • Once you have added activities to your care plan, the Care Plan page shows a callout summarising how many care activities are in the plan and a 'Set Up Schedule' button that takes you straight to the Client Visits tab.
  • On the Client Visits tab, a 'Publish Your Caregiver Schedule' card appears. 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.
  • 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 working hours (set on their Profile page) — for example, if Jane works 9:00 AM – 5:00 PM, her daily visit card shows that window. If neither is set, the window spans the earliest to latest activity time for that caregiver on that day.
  • Every visit card with an assigned caregiver shows a shift label — if the caregiver has set their preferred hours, it shows those (e.g. '9:00 AM – 5:00 PM · Weekdays'); otherwise it shows the scheduled window directly. Caregivers only see their own visits on this page — other caregivers' visits are hidden.
  • Once published, the schedule keeps itself topped up automatically, every day, indefinitely — there's no 'Regenerate' button and nothing further to click. Editing or adding a care plan activity shows up immediately for existing visits; 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.
  • The 'Import from Existing Care Plan Document' section is on the Client Info page (it also prefills client details, so it lives there instead of the Care Plan tab) — upload a care plan from a hospital, physician, or agency and activities are extracted automatically. A care plan must already exist for this circle before the section appears.
  • 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 Activities' — CareMaple reads the document and identifies care activities including names, frequencies, times, and categories.
  • Extracted activities appear as a review list. Each activity has a 'Configure & Add' button — click it to open an inline panel pre-filled with the extracted values (frequency, time of day, output type, and more). Review and adjust, then click 'Add to Plan' to confirm.
  • If you already have saved plan documents, they appear above the upload area 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.
  • This tool works best with structured documents — formatted care plans, discharge summaries, or clinical assessment reports.
  • Every care plan activity — whether it outputs a Task or an Appointment — is generated for the client's entire published visit schedule, not just once. Adding or editing an activity immediately fills in every occurrence across the live schedule window, and the window itself keeps extending forward automatically every day — there's nothing to click for it to show up on a caregiver's Tasks or Appointments tab.
  • This applies equally to recurring appointments — a weekly physiotherapy appointment defined in the Care Plan keeps generating each week's appointment automatically, the same way recurring tasks already did.
  • Each Scheduled Visit card's activity count reflects real activity records tied to that specific day, not an estimate — if you ever add or remove activities, the count updates to match.
  • Removing an activity from the Care Plan deletes its not-yet-completed tasks and appointments, but never touches ones that already happened — those stay as a historical record of care that was actually given.
  • 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, 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.
  • 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.
  • OWNER, FAMILY, and other coordinator roles 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 and FAMILY members can add, edit, and delete 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.
  • OWNER and FAMILY members 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 and Primary Contact 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 or Primary Contact 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 and FAMILY members can fully edit a missed visit here — reassign the caregiver, 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 your 5 most recent missed visits with a 'Show 10 more' option to page through older ones.
  • 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 from the Client Visits tab, upcoming visits appear in the 'Upcoming — N visits after today' section showing the next 30 days. It starts collapsed behind that count — click it to reveal the 5 soonest, then click 'Show 10 more visits' as many times as you like to page through the rest, the same pattern Visit History uses.
  • Each 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.
  • OWNER and FAMILY members can click 'Edit' on any visit to change the date, start time, end time, or assigned caregiver — the change applies to that single visit only. Reassigning the caregiver also reassigns every task and appointment already tied to that visit, and updates the underlying care plan activity so the new caregiver stays assigned even after the schedule is regenerated later. Changing the time window never moves the tasks, appointments, or medications already tied to the visit — they stay attached either way. If shortening the visit leaves an open activity after the new end time, CareMaple shows a warning and adds it to Notifications for the editor and assigned caregiver. Click the trash icon to cancel a visit and remove it from the schedule.
  • In the 'Assigned Caregiver' dropdown inside the Edit Visit panel, each caregiver's preferred hours are shown next to their name (e.g. 'Jane Smith — 9:00 AM – 5:00 PM · Weekdays'). Set a caregiver's working hours from their Profile page to make assignment easier.
  • When a visit is scheduled outside its assigned caregiver's stated availability, the visit card shows an orange "Outside Caregiver's Availability" badge as a warning — this doesn't block the booking, but flags it for you to review.
  • The schedule also appears on your Dashboard Calendar as teal-coloured pills — click any visit to go straight to the Client Visits page.
  • 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 Plan, 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 completed task stays visible, marked 'Completed', instead of disappearing from the list. 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 shows 'Outcome recorded: [outcome]' with an 'Edit' link if you need to correct it — it stays visible in the list rather than disappearing. Coordinators (OWNER, FAMILY, and similar roles) 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, 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 shows the status and time (e.g. 'Taken at 2:30 PM') with a 'Log again' link — it 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'. Once saved it shows 'Saved — edit anytime, then Save Note again'; the note stays editable at any time, and the button re-enables the moment you make a change. 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 and FAMILY members can edit a session's end time — a caregiver can no longer edit their own, since these times directly drive Mini Payroll. A caregiver who needs a correction should ask their coordinator to make it.
  • 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 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 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.
  • OWNER, 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 OWNER and FAMILY members 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 page has three URL-backed tabs: Active Medications, Missed Medications, and Completed Medications. Add Medication remains under Active 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.
  • 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, FAMILY, and CAREGIVER members can log vitals. All circle members can view them.
  • 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 available on Family Plus and Family Pro with full-history date selection. It is not available on the Free plan.
  • 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 create a factual, professional summary of recorded care activity for a chosen date range. Generation happens privately inside CareMaple; care records are not sent to an external AI service.
  • 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.
  • Care & Health — a factual record suitable for care handoffs and health discussions; it is not medical advice.
  • 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.
  • 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.
  • When any circle member sends a message in Team Chat, all other active members receive an in-app notification in the bell icon.
  • The notification shows a preview of the message. Click it to go directly to the Chat tab for that circle.
  • New chat messages do not generate email. You can turn browser push for Team messages on or off in Notification Preferences.
  • OWNER and FAMILY 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.
  • 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 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.
  • 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.
  • 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.
  • A single summary banner sits above the caregiver list: Client Visits, Total Hours, Approved, Unapproved, Distance, Expense, and Total Due — all reflecting the current Caregiver and Approval Status filters.
  • Below the summary 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, 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 (e.g. from Last 30 days to Last 7 days) never changes an already-approved session back to unapproved, unlike a date-range mismatch could in the original design.
  • 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, with an optional shared payment method and reference) — both act on the caregiver's whole period regardless of the Approval Status filter.
  • 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.
  • My Pay is the caregiver's read-only view of the same data and lives with Payroll under Care Finance.
  • 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 public Contact page is for general business enquiries, sales and plans, partnerships, press and media, privacy or data requests, and sign-in or account-access problems.
  • CareMaple sends a 30-minute verification link to the email address you enter. Your message enters the staff Support inbox only after you confirm that address.
  • Signed-in users should use the private Support workspace for product guidance, technical issues, feature requests, and billing support so they can see the full conversation history.
  • Public contact replies are delivered to the verified email address. Never include passwords, payment card details, or unnecessary client health information.
  • The Free plan includes: 1 Care Circle, up to 3 members, 200 MB document storage, 30 days of activity history, core coordination, and basic safety alerts. Proof of Care is not included.
  • Family Plus (CAD $24.99/month or $249/year) includes: up to 3 Care Circles, up to 10 members per circle, 5 GB storage, full activity history, full Proof of Care HTML reports, Provider Directory, vitals, configurable reminders, medication supply planning, weekly summaries, and the Care Calendar.
  • Family Pro (CAD $39.99/month or $399/year) includes everything in Family Plus, plus unlimited circles and members, 50 GB storage, professional caregivers coordinated directly or through a care agency, Verify Arrival, Care Visit tracking, task GPS, payroll and overtime workflows, Care Reliability Score, Advanced Care Reports, and priority email support with a one-business-day target.
  • Every new account starts with a free 30-day trial of Family Pro — no credit card required.
  • If you joined via the waitlist, you get a longer, fuller trial instead: 60 days of full Family Pro access — every feature, not just Family Plus.
  • During the trial, you can evaluate the complete professional workflow, including Proof of Care, Care Visits, payroll, reliability, and Advanced Care Reports.
  • 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/Pro-only 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 — 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.

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