Your Workforce is where you manage the profiles of everyone currently working at your agency, such as caregivers and office staff. From here you can browse and filter your team in a table, change each person's stage and status, apply tags, create new profiles, send login invites, and manage the details on each profile (personal info, employment, pay, qualifications, schedule, and more).
The Workforce area has a companion area called Recruiting. They work the same way but cover different points in a person's lifecycle: Workforce holds people who are already part of your team (Onboarding, Active, Paused, Departure), while Recruiting holds candidates you are still hiring (Prospect, Application, Evaluation, Offer). This article focuses on Workforce; the same steps apply in Recruiting, with the labels noted where they differ.
Open the Workforce table
In the left sidebar, look under the People heading.
Click Workforce.
The Workforce table opens, listing your team members. By default each row shows Professional (their name), Role, Job Title, Department, Employment Type, Workforce Stage, Status, Tags, Email, Mobile Number, City, County, State, Start Date, External ID, and Last Sign In. You can show or hide columns at any time (see below).
Click any row to open that person's full profile.
Find people with columns, search, filters, and stage cards
The toolbar above the table helps you control what you see and narrow down to the right people.
Show or hide columns
The first control in the toolbar is Columns. Click it to check or uncheck individual columns, or choose Show All to bring every column back. The Workforce table hides several columns by default, including Primary Language, Gender, Ethnicity, Date of Birth, Hire Date, Recruitment Method, Recruitment Source, Matching Criteria, Connections, and Date Created. If a column you expect (for example, Hire Date or Date of Birth) is not showing, open Columns and turn it on. The Professional (name) column always stays visible.
Search
Use the search box, which sits at the top of the table and is right-aligned on desktop, to search across all visible fields (not just the name). Start typing and the table filters as you go; results reset to the first page.
Filter
Click Filter to open a menu with these options:
Status — narrow the list to people with specific statuses. Statuses are grouped under their stage (for example, all Active statuses appear under an Active heading).
Tags — show only people who have certain tags. This option is greyed out until at least one tag exists.
Role — show only people in a particular workspace role, such as caregivers.
Matching Criteria — choose Complete or Incomplete to find people whose matching details are filled out (or not).
Connected To — show only people connected to a particular client, team member, or contact.
Click a choice to turn that filter on. Each filter section has its own Clear option (inside the submenu) to remove just that filter, and the Clear Filters button in the toolbar removes all of them at once.
Stage cards
Above the table is a row of cards for each stage (in Workforce: Onboarding, Active, Paused, Departure, and Inactive) with a live count on each. These cards are interactive filter buttons, not just counters. Click a card to filter the table to that stage; a checkmark appears on the selected card. Click it again to remove the filter. Stage cards stack with the other filters, so the count on each card reflects whatever else you have filtered by.
Filter to active caregivers with a specific tag
Click the Active stage card to limit the table to active staff.
Open Filter → Tags and check the tag you want. Both filters accumulate, so you now see only Active people with that tag.
To reset, use Clear Filters to drop everything, or use the per-section Clear to drop just one filter.
Understand stages and statuses
Every profile sits in one stage. Across the whole product there are nine stages, organized into three groups:
Recruiting (shown in the Recruiting area): Prospect, Application, Evaluation, Offer.
Workforce (shown here): Onboarding, Active, Paused, Departure.
Inactive: a separate category a profile can be moved to.
Within each stage, your agency sets up its own custom statuses (with their own names and colors). Create or edit them at Settings → Lifecycles → Professionals — add a status under the stage you want and give it a name and color. Because statuses are custom, the names you see on profiles may differ from the stage names above. If a stage has no statuses yet, the Status filter shows No statuses — add in Settings; click it to jump straight to Settings and create one.
A person's stage controls whether they can be scheduled. Only people in the Onboarding, Active, and Departure stages can be assigned shifts. People in Prospect, Application, Evaluation, Offer, Paused, and Inactive cannot be assigned shifts and will not appear in Find Caregivers for Shift.
Why can't I schedule this person?
If you cannot assign a shift to someone (for example, a candidate still in Offer, or a caregiver who is Paused), it is because their stage is not schedulable. Move them into Onboarding, Active, or Departure first, and they will become available for scheduling.
Change someone's stage and status
Open the Workforce table and click the person's row to open their profile.
Near the top of their profile, click the stage and status button (it shows their current stage along with a colored status badge).
In the menu, stages are grouped under Recruiting, Workforce, and Inactive. Point to the stage you want, then pick the specific status from the list that appears.
The change is saved immediately and the profile updates to show the new status.
Add or remove tags
Tags are colored labels you can attach to a profile (for example, to flag a driver or a five-star caregiver). Tags are created by your agency in Settings, and once created they can be applied to any profile.
Open a person's profile from the Workforce table.
Near their name at the top of the profile, click the tag area (if no tags are set yet, you will see an option to add one).
In the dropdown, tags are grouped by color. Click a tag to add it; a checkmark appears next to tags that are applied. Click an applied tag again to remove it.
To remove every tag at once, click Clear All.
If no tags exist yet and you are an admin, you will see a Manage tags button that takes you to Settings to create them first. If you are not an admin, you will see Ask your admin to configure tags — an admin needs to create tags in Settings before they can be applied.
Create a new workforce profile and send a login invite
In the left sidebar, under People, click Workforce.
In the top right of the Workforce table, click Create Employee.
Under Set Profile Status, click the status button next to Workforce Status and choose the stage and status this person should start in. If they are already hired and ready for shifts, set them to an Active status.
Fill in the Personal Information section. Legal First Name and Legal Last Name are required. Add the Mobile Number and Email as well — each is labeled "Will be used to sign in to Careswitch," because the person can sign in with either one. You can also add Date of Birth, address, Primary Language, and any Secondary Languages.
Fill in the Employment Details section. Job Title and Workspace Role are required. Other fields include Recruitment Method (the Recruitment Source field only appears once you pick a method), Hire Date and Start Date, Department, External ID (often a payroll or employee ID), and Employment Type. The Department field stays disabled until departments exist; create them in Settings first.
Set the pay method. Choose Hourly / Live-In to use your workspace's default rates (with the option to override the hourly and live-in rates for this person), or choose Salary, which requires an Annual Salary.
Decide whether to invite the person now. The Send an Email and SMS Invite checkbox is checked by default, so an invite goes out automatically when you save unless you uncheck it. When it is checked, an Invite Message box appears where you can add a personal note that is included in the email and text.
Optionally use the Share Update section to Compose a note for this new hire's activity feed and choose who to Notify. This is separate from the invite.
Click the button at the bottom to finish. It reads Create and Invite Employee when the invite checkbox is checked, or Create Employee when it is not.
If you enter address fields, an address-validation dialog may appear when you save, asking you to confirm or correct the address before the profile is created.
Creating a profile without sending an invite
Because Send an Email and SMS Invite starts checked, it is easy to send an invite you did not mean to. To create a profile quietly, uncheck the box before saving — the button label changes to Create Employee and no email or SMS goes out. You can always invite them later from the table (see below).
Invite people who already have profiles
If someone already has a profile but has not been invited to sign in yet, you can send invites in bulk from the Workforce table.
Open the Workforce table.
In the top right, click Invite Employees. A checkbox appears next to each eligible person.
Check the people you want to invite. You can search, filter, and page through the table while selecting, and your selections are kept as you go. The running total shows at the bottom as (number) selected.
Click Send Invitations.
A confirmation window titled Send Invitations lists everyone who will be invited (sorted by name). Review the list and click Send. Each person receives an email and text inviting them to sign in.
Why don't some rows have a checkbox?
Only people who already have a user account can be selected for invites. If a row has no checkbox, that person does not have an account yet — there is no error, the checkbox is simply hidden. (Everyone you create through Create Employee with an email or mobile number gets an account.)
Work with the profile tabs
Each profile has a row of tabs across the top. The exact tabs you see depend on your permissions:
Profile — always visible. Holds Personal Info, Qualifications, and a Matching Criteria summary (covered below).
Activity — a feed of updates and changes to the profile.
Employment — where you change a person's Workspace Role, Job Title, Hire Date, Start Date, Department, External ID, Employment Type, and Pay Methods after the profile is created. To change someone's role or pay rate after hire, open the Employment tab, click Edit (or Pay Methods), make the change, and save — the role badge updates immediately.
Schedule — the person's shifts and schedule.
Payroll — appears only when you can see the Schedule tab and pay scheduling is enabled for your workspace, so it will not show on every profile.
Connections — the clients, contacts, and team members this person is linked to.
Documents — files stored on the profile.
Edit personal information
On the Profile tab, click Edit in the Personal Info section to update fields such as Preferred Name, Middle Name, About/Bio, an alternate phone number, and the Social Security Number. Editing the Social Security Number requires the Manage Sensitive Info permission; without it that field is read-only.
Matching Criteria and internal notes
The Profile tab shows a Matching Criteria summary with each section's completeness, and a View All link to the full page. Internal notes you add to matching criteria are agency-only: a caregiver viewing their own profile sees only their own answers, never your internal notes. You can safely keep private staffing notes there.
Track qualifications
Qualifications let you record certifications, licenses, and other credentials on a person's profile, including when they expire.
Open a person's profile from the Workforce table.
On the Profile tab, scroll to the Qualifications heading and click Add. (The Add button appears only if you have permission to edit the profile.)
Choose a Type from the list. If you pick a custom type, a Custom Type box appears so you can name it.
Enter the Issuing Organization, the Issued Date, and the Expiration Date if it applies. You can also attach a document.
To get reminded before it lapses, turn on Set Renewal Reminder, choose who to Notify, and set a Reminder Date. The reminder accepts a date and a time.
Click Save. The qualification appears as a card in the Qualifications section, where you can edit or remove it later.
Each card later shows "Remind (n) people on …" or "Reminded (n) people on …" once the reminder has fired, plus an Expired badge once the expiration date has passed.
Working in the Recruiting area
If you switch to People → Recruiting, everything works the same, but the labels reflect hiring instead of active staff. The stage cards show Prospect, Application, Evaluation, Offer, and Inactive; the stage column reads Recruiting Stage; and the action buttons read Invite Candidates and Create Candidate.
Frequently asked questions
Why can't I assign a shift to this person?
They are in a stage that is not schedulable. Only Onboarding, Active, and Departure can be assigned shifts. Prospect, Application, Evaluation, Offer, Paused, and Inactive cannot. Move the person into a schedulable stage to fix this.
What's the difference between the Workforce and Recruiting areas?
They cover different stages and use different labels. Workforce = Onboarding, Active, Paused, Departure (your current team). Recruiting = Prospect, Application, Evaluation, Offer (people you are hiring). The buttons read Employee in Workforce and Candidate in Recruiting.
How do I create custom statuses or change their colors?
Go to Settings → Lifecycles → Professionals, add a status under the stage you want, and give it a name and color. If a stage shows No statuses — add in Settings, create one there first.
Does creating an employee automatically send a login invite?
Yes, by default. The Send an Email and SMS Invite checkbox is pre-checked, so an email and SMS go out when you save. Uncheck it to create the profile without inviting — the button label changes to Create Employee. You can send the invite later from the table with Invite Employees.
Why don't I see a checkbox next to some people when inviting?
Only people who already have a user account can be selected. The checkbox is simply hidden for anyone without an account — it is not an error.
Where do I change someone's Workspace Role, pay rate, or department after they're created?
On their profile's Employment tab. Click Edit for role, job title, department, and the like, or Pay Methods for hourly, live-in, or salary pay. These are not changed from the create form.
Can caregivers see the internal notes I add to Matching Criteria?
No. Internal notes are agency-only and are never shown to a caregiver viewing their own profile, so you can keep private staffing notes there.
How do staff log in?
With their email or mobile number, plus a six-digit code sent to them. Either identifier works — they do not need both. That is why both Email and Mobile Number on the create form are labeled "Will be used to sign in to Careswitch."
How do I show a column that isn't appearing, like Date of Birth or Hire Date?
Click Columns in the toolbar and turn it on. The Workforce table hides several columns by default.
Why is the Payroll tab missing on some profiles?
It only appears when you can see the Schedule tab and pay scheduling is enabled for your workspace. If either is not the case, the tab does not show even if you have permission.