Careswitch uses three connected forms for every client: an Intake, an Assessment, and a Care Plan. This guide covers where to set up your templates, how to create and manage each form, and how care tasks work — including the fastest ways to build a client's task list.
Setting up your form templates
Go to Settings → Forms. You'll find default templates for Intake, Assessment, and Care Plan.
Templates are set once for your whole workspace/agency, and are then personalized for individual clients when you create their service. You can customize each template's section names and descriptions, and add or remove sections.
The Care Plan template is caregiver-facing — it's what your caregivers see and use in their app to deliver care.
Important: the template defines each form's sections only. Care tasks are not part of the reusable template — they live inside each client's individual care plan (see below for two fast ways to build a task list).
The same Settings → Forms page also has a Generation Instructions box. Anything you write there is followed by the Assistant whenever it generates an intake, assessment, or care plan for any client — use it to set your preferred documentation style, level of detail, and terminology.
Creating a client's forms
Open Clients, select the person, go to the Services tab, and choose the specific service to access its forms. Each form is created with the + button next to its name, and each row shows the form's status: an intake is Incomplete until it's marked Completed; assessments and care plans show Needs Signature until they're Signed.
Intake
Click + next to Intake. Fill it out manually, or use Generate with Assistant — you can optionally provide a short Client Summary to guide it, and the Assistant researches the client's record in your workspace and fills the intake sections directly in the app.
Use Add Section at the bottom of the form to capture client-specific information beyond the standard template. When the intake is finished, click Mark as Complete — this locks it, and any later changes go through a New Version.
Assessment
Once intake is done, click + next to Assessment. Use Generate with Assistant, which references the client's most recent completed intake. Add client-specific detail with Add Section.
When the assessment is complete, choose Sign & Activate to lock it. To change it later, create a New Version.
Care Plan
Click + next to Care Plan. Use Generate with Assistant, which references the most recent signed assessment to draft the care plan sections and a starting set of care tasks. Review and edit the result, and use Add Section for any client-specific instructions.
When you're ready, choose Sign & Activate. The signed, active care plan is what caregivers see in their app — and a client's service needs one before shifts can be scheduled for it.
Care tasks
Care tasks live inside each client's care plan (not the template). Click Add Care Task in the care plan's Care Tasks section. For each task you can set:
The Task Name
Task Type — Perform, Assist, or Self Care
Amount — As Needed, or Specific Frequency with a Number of Times, plus the Days and Time of Day (AM/PM)
Detail — instructions or notes for the caregiver
Require Caregiver Notes — check this on any task that needs written documentation every time
During a shift, the caregiver records each task as completed, declined, or not needed, with notes where required.
Two care-plan-wide settings control how strict documentation is:
Require Responses To All Care Tasks — caregivers must complete or decline every task before they can clock out. Useful for keeping documentation airtight for Long Term Care insurance claims.
Require Care Summary — caregivers must write a care summary before they can clock out.
Copying care tasks from another client
If a client needs the same care tasks as an existing client — common when your Long Term Care insurance documentation follows a standard task list — you don't have to rebuild the list by hand. Open the Command Center (or the Assistant side panel) and ask it to copy the tasks, for example:
"Copy the care tasks from Jane Smith's care plan to John Doe's care plan."
The Assistant reads the source care plan's task list and recreates it on the other client's care plan. Two things to know:
Tasks can only be added to an unsigned care plan. If the destination care plan is already signed, ask the Assistant to create a new version first (or click New Version yourself) and copy the tasks into that.
Review the copied tasks — especially Days, Time of Day, and Amount — before you Sign & Activate, since two clients rarely have identical schedules.
Form versioning
Every form keeps a version history. Use the version dropdown under the form name to view earlier versions, and New Version to make updates. A new version starts as an editable copy of the current one — for care plans that includes all sections, care tasks, and settings — and earlier versions stay accessible in the history.
FAQ
Can I save a reusable template of care tasks? Not currently. The care-plan template defines section headings only — care tasks are added inside each client's care plan. The two fastest options: use Generate with Assistant to draft the task list from the client's assessment and record, or ask the Command Center to copy the care tasks over from another client whose care plan already has the list you need.
Do form templates apply to a specific service line? No. Templates are set once for your whole workspace/agency, then personalized for each individual client when you create their service.
Does the intake need a signature? No — an intake is locked with Mark as Complete. Only assessments and care plans are signed with Sign & Activate.
Can I change a form after I've signed and activated it? Yes. Create a New Version — it starts as an editable copy, and earlier versions stay accessible in the version history.
What happens if a caregiver doesn't finish every care task? If Require Responses To All Care Tasks is turned on for the care plan, the caregiver can't clock out until every task is completed or declined.