Roles determine what each person can see and do in your Careswitch workspace. A role is a collection of permissions that controls access to different areas of Careswitch.
Everyone in your workspace — including staff, contacts, and clients — has a role.
Workspace admins can manage roles and permissions from Settings → Roles.
Settings is available to Admin users only.
Role types
Careswitch organizes roles into three groups based on who the role is assigned to:
Professionals — Your team members, such as office staff, schedulers, and caregivers.
Contacts — People connected to a client, such as family members, payers, and referral sources.
Clients — The people receiving care.
A person can only be assigned a role from the group they belong to.
Default roles
Careswitch includes several roles to help you get started.
Professionals
Admin — Full access to Careswitch. This role is locked and cannot be edited.
Supervisor — Broad access to scheduling, shifts, payroll, billing, and staff and client records.
Staff — Access for day-to-day coordination, including shifts and schedules, with more limited access to other areas.
Caregiver — Access to their own profile, schedule, and activity, plus chat. They cannot access other people's records, billing, or payroll.
Minimal — Basic access to the person's own information. This role is locked and cannot be edited.
Contacts and Clients
Guest — Limited access for clients and family members. You can choose what information they can see.
Minimal — Access to the person's own profile only. This role is locked and cannot be edited.
You can customize the Supervisor, Staff, and Caregiver roles, or create your own custom roles. Admin and Minimal roles are locked. The Guest role has its own simplified permission settings.
How permissions work
Most permissions have three levels:
None — The person cannot access the area.
View — The person can see the information but cannot make changes.
Manage — The person can view and make changes.
Manage always includes View access.
Chat has two additional permission levels — Participate and Limited Manage — that control who can participate in and manage channels.
Workspace Permissions
Workspace permissions control access to the main areas of Careswitch.
Permission | What it controls |
Looper | The AI Assistant side panel |
Reports | View Pinned and Shared reports, and share or refresh reports in Command Center. |
New Sessions | View Pinned and Shared reports, share or refresh them in Command Center, start sessions, write prompts, and review this role’s past sessions. |
Scheduled Runs | See, create, and edit scheduled Command Center runs |
Chat | Participation in direct, group, and broadcast channels |
Sales | Referrals and referral sources |
Shifts | Shift documentation and billable/payable information |
Billing | Payers, invoices, and billable items |
Payroll | Payroll runs, exports, and schedule settings |
Documents | Documents uploaded to or created in Careswitch |
Payers | Third-party and private-pay payers |
Profile Permissions
Roles also control whose records a person can access. These permissions are divided into four groups: Personal, Employees, Clients, and Contacts.
Personal
Personal permissions control what a person can access on their own profile, including their Profile, Tags, Activity, Matching Criteria, Employment, Schedule, and Documents.
Employees
Employees permissions control access to other employees' records. This includes their Profile, Tags, Activity, Matching Criteria, Employment, Schedule, and Documents. Sensitive information, such as Social Security Numbers (SSNs), is also controlled by these permissions.
Clients
Clients permissions control access to client records. These permissions cover the client's Profile, Tags, Activity, Services, Schedule, Invoices, Documents, Contacts, and Policies.
Some areas contain additional information, such as:
Services can include care plans, bill rates, and payer details.
Policies can include authorization information.
Sensitive Information can include SSNs and Veteran ICNs.
Contacts
Contacts permissions control access to contact records, including their Profile, Tags, Activity, Invoices, and Policies.
In short, Personal permissions control access to a person's own information, while Employees, Clients, and Contacts control access to other people's records.
Create or edit a role
Admins can manage roles from Settings → Roles.
Edit an existing role
Select an editable role, such as Supervisor, Staff, Caregiver, or a custom role.
Review the available permissions.
Set each permission to None, View, or Manage.
Save your changes.
Create a custom role
Select Create Role.
Enter a name for the role.
Set the appropriate permissions.
Save the role.
You can also duplicate an existing role to use as a starting point for your new role. Open the role you want to duplicate, click the More dropdown, and select Duplicate.
Customize the Guest role
The Guest role is configured separately for Contacts and Clients. You can choose whether guests have View or None access to:
Chat
Schedules
Invoices
Connections
Guests also have access to their own dashboard and profile.
Assign a role to someone
Creating or editing a role does not automatically assign it to anyone. You must assign the role to each person separately.
To assign a role to a team member:
Go to Workforce or Recruiting.
Open the team member's profile.
Select the Employment tab.
Select Edit.
Choose their Workspace Role.
Select Save.
To give someone full admin access, set their Workspace Role to Admin.
Clients and contacts use the Guest role.
Example Custom Roles
Custom roles let you give people access to only the areas they need for their job. The following are examples of how you might configure common roles.
Scheduler
A scheduler typically needs access to manage shifts and view the schedules they need to coordinate. For example:
Shifts: Manage
Client Schedules: View
Employee Schedules: View
Billing: None
Payroll: None
Biller
A biller typically needs access to billing information and client payment details, but not scheduling or payroll. For example:
Billing: Manage
Payers: Manage
Client Invoices: Manage
Client Policies: Manage
Shifts: None
Payroll: None
These are examples, not required role configurations. Adjust permissions based on the responsibilities and level of access each person needs.
FAQ
I can't find Settings.
Settings is available to Admin users only. If you don't see Settings, your current role does not have Admin access.
Ask a workspace admin to make the change or update your Workspace Role to Admin.
Other setup areas, such as care plans, assessments, and forms, are also managed through Settings.
A teammate can't see or do something they need to.
First, check the person's Workspace Role:
Go to Workforce or Recruiting.
Open their profile.
Select the Employment tab.
Check their Workspace Role.
If they have the correct role but still can't access something, review that role under Settings → Roles and check the relevant permission.
Remember:
None = no access
View = can see but not change
Manage = can see and change
If the person needs to make changes, they will generally need Manage permission.
What can a Caregiver role see?
By default, the Caregiver role provides access to the person's own profile, schedule, and activity, along with chat.
Caregivers do not have access to other people's records, billing, or payroll.
If a caregiver needs additional access, you can move them to another role, such as Staff, or create a custom role with the specific permissions they need.
Can I control what family members and clients see?
Yes. Use the Guest role to control what clients and contacts can access.
Go to Settings → Roles, then open Guest under Contacts or Clients. You can control access to:
Chat
Schedules
Invoices
Connections
Each can be set to View or None.