Roles control what each person can see and do in your workspace. Everyone — staff, contacts, and clients — has a role, and a role is just a set of permissions across the different areas of Careswitch. Admins manage all of this under Settings → Roles (Settings is admin-only).
The three kinds of roles
On Settings → Roles, roles are grouped by who they apply to:
Professionals — your team: office staff, schedulers, and caregivers.
Contacts — external people connected to a client: family members, payers, referral sources.
Clients — the care recipients themselves.
A person can only be given a role from their own group.
The roles you start with
Professionals
Admin — full access to everything. Locked (can't be edited).
Supervisor — broad management: scheduling, shifts, payroll, billing, and staff/client records.
Staff — day-to-day coordination: shifts and schedules, with lighter access elsewhere.
Caregiver — their own profile, schedule, and activity, plus chat. No access to other people's records, billing, or payroll.
Minimal — bare-minimum self-access. Locked.
Contacts & Clients
Guest — limited access for family and clients; what they can see is configurable (see below).
Minimal — their own profile only. Locked.
You can customize Supervisor, Staff, and Caregiver, or create your own roles. Admin and Minimal are locked; the Guest role has its own simple editor.
How permissions work: None, View, Manage
Each area of a role is set to one of three levels:
None — hidden; no access.
View — can see it, read-only.
Manage — can see and edit it.
Manage always includes View. (Chat has two extra levels — Participate and Limited Manage — for who can start and run channels.)
Workspace permissions (the modules)
These control the main areas of the app:
Chat — participate in direct, group, and broadcast channels.
Sales — track referrals and referral sources.
Shifts — shift documentation and billable/payable data.
Billing — payers, invoices, and billable items.
Payroll — payroll runs, exports, and schedule settings.
Documents — all documents uploaded and created.
Payers — third-party and private-pay payers.
The Assistant and Command Center aren't a toggle here — they require the Admin role.
Profile permissions (whose records they can open)
A role also controls access to people's records, split by group — each item is None / View / Manage:
Personal — the person's own data: Profile, Tags, Activity, Matching Criteria, Employment, Schedule, Documents.
Employees — other staff's records: the same items plus Sensitive Information (SSN).
Clients — care recipients' records: Profile, Tags, Activity, Services (care plans, bill rates, payer details), Schedule, Invoices, Documents, Contacts, Policies (authorizations), and Sensitive Information (SSN & Veteran ICN).
Contacts — external contacts' records: Profile, Tags, Activity, Invoices, Policies.
So "Personal" governs what someone sees on their own profile, while "Employees," "Clients," and "Contacts" govern what they can open on other people.
Creating or editing a role
Go to Settings → Roles:
Edit a role: click an editable role (Supervisor, Staff, Caregiver, or a custom one) and set each permission.
Create a role: click Create Role, give it a name, and set its permissions — or duplicate an existing role as a starting point.
Guest: open it from the Contacts or Clients section to toggle what family/clients can see — Chat, Schedules, Invoices, and Connections (each View or None), on top of their own dashboard and profile.
Locked roles (Admin, Minimal) can't be changed.
Assigning a role to a person
Defining a role doesn't assign it. To set a team member's role: go to Workforce (or Recruiting) → open the person → the Employment tab → Edit → set their Workspace Role → Save. To give someone admin access, set their Workspace Role to Admin. Clients and contacts use the Guest role.
Example custom roles
Scheduler — Shifts: Manage; Clients and Employees schedules: View; Billing and Payroll: None.
Biller — Billing: Manage, Payers: Manage, Clients' Invoices and Policies: Manage; Shifts and Payroll: None.
Read-only reviewer — every area set to View and nothing to Manage; good for an auditor or compliance reviewer.
FAQ
I can't find Settings.
Settings is admin-only. If you don't see it, your role isn't Admin — ask a workspace admin to make the change, or to set your Workspace Role to Admin. (Setup like care plans, assessments, and forms also lives behind admin Settings.)
A teammate can't see or do something they need to.
Check their Workspace Role on their Employment tab, then either raise the relevant permission on that role (Settings → Roles) or move them to a role that includes it. Remember a permission set to View is read-only — they'll need Manage to make changes.
What can a Caregiver role see?
Their own profile, schedule, and activity, plus chat — not other people's records, billing, or payroll. If a caregiver needs more, move them to a role like Staff or a custom one.
Can I control what family members and clients see?
Yes — edit the Guest role (Settings → Roles → Guest, under Contacts or Clients) and toggle Chat, Schedules, Invoices, and Connections.