Every person who receives care in Careswitch has a client profile. The client profile is where you can find and manage information about the client, including their contact information, services, policies, schedule, documents, and connections.
This article explains how to find clients and navigate their profiles. For instructions on specific tasks, see the related articles linked throughout this guide.
Note: What you can see and do on a client profile depends on your role's permissions. If you don't see a tab, button, or option mentioned in this article, you may not have the required permission.
Finding a client
From the left sidebar, go to Clients.
The Clients table shows your clients.
Use the Profiles tab to view your clients or the Services tab to see service lines across all clients.
Search, filter, and sort clients
Use the tools at the top of the Clients table to quickly find the information you need:
Search — Search by first name, last name, email address, or phone number.
Columns —
Choose which optional columns appear in the table, such as Tags, Service, Assessment, Care Plan, Birthday, and Connections.
Sort the grid by clicking a column header. Click the header again to change the sort order.
Reorder columns by dragging them into your preferred order.
Filters — Narrow the list by Status, Tags, or Connected To.
Status — Show Active clients, Archived clients, or both. By default, only Active clients appear.
Tags — Show only clients with the selected tags. This filter is unavailable until you create profile tags in workspace settings.
Connected To — Show only clients connected to a specific person in your workspace. My Profile appears first.
To clear a single filter, open it and click Clear. To clear all filters at once, use the Clear Filters control in the toolbar.
Click Clear All Filters to remove the current search and filters and view all clients.
Your search and display preferences are saved, so the Clients page will return to the way you left it.
Creating a client
To create a new client, click Create Client in the top-right corner of the Clients page.
The following information is required:
First Name · Last Name · Address Line 1 · City · State · ZIP Code
The following information is optional and can be added later:
Middle Name · Address Line 2 · Email · Phone Number · Alternate Phone Number · Referral Source Type · Referral Source · Referral Note
After entering the required information, click Create Client.
Careswitch verifies the address when you create the client. If the address can't be matched exactly, you'll be given options to accept a suggested address, edit the address, or continue with the address you entered.
🔗 Related article: Creating a Client — detailed instructions for creating a client and handling address verification.
Opening a client profile
From the Clients table, click a client's name to open their profile.
At the top of the profile, you'll see the client's Photo · Name · Active or Archived status
Depending on your permissions, you may also see these tabs:
Profile · Activity · Services · Policies · Schedule · Invoices · Connections · Documents
You can also add or change the client's photo by clicking their avatar, if you have permission to manage the profile.
What's on a client profile?
The Profile tab contains the client's core information, organized into sections:
Section | What you'll find |
Basic Information | Name, address, contact information, Medicaid ID, SSN, and Veteran ICN |
Demographics | Pronouns, gender, ethnicity, marital status, languages, date of birth, and date of passing |
Medical Information | Diagnosis codes |
Access Management | Guest access to the client's information |
Payroll Info | Client-specific overtime settings |
Self Pay Information | Self-pay invoicing and payment settings |
Matching Criteria | Information used to help match clients with caregivers |
What you can see and edit depends on your role's permissions. If you don't see a section or Edit button described below, you may not have the required permission.
🔗 Related article: Managing Client Profile Information — learn how to update client information, matching criteria, GPS coordinates, and sensitive information.
Other client profile tabs
The remaining tabs are used to manage different parts of the client's care and account:
Activity — View a history of changes and events related to the client. You can also add a note to the client if you have the required permission.
Services — The Services tab shows all services associated with a client, including their stage and payer. Use Sort, Filter, and Search to quickly organize or find services. Active clients can have services added using Add Servic. Keep in mind that the Archived filter only shows services in the Archived stage; archiving a client ends in-progress services by setting their end date but does not change their stage.
Policies — Create and manage the policies that connect payers to services. For more information see Creating a Private Pay Policy or Creating a Third-Party Policy
Schedule — View the client's scheduled shifts.
Invoices — View invoices associated with the client.
Connections — Connect the client to employees, contacts, other clients, or payers. Related article: Managing Client Connections & Guest Access
Documents — View and manage documents associated with the client.
Archiving a client
When a client is no longer receiving care, you can archive their profile instead of deleting it.
Archiving a client:
Ends in-progress services by setting their end date to the current date.
Deletes future shifts that are unassigned, offer pending, scheduled, or canceled.
Keeps approved and paid shifts.
Removes the client from the default Active client list.
Archived clients are not deleted and can be restored later. However, future shifts deleted during archiving are not automatically recreated.
🔗 Related article: Archiving & Restoring Clients — learn what happens when you archive a client and how to restore them.
Managing clients with Looper
Careswitch's AI assistant, Looper, can help with client-related tasks.
The Assistant is available in the side panel and can help with supported lookups and edits.
Command Center can perform more complex, multi-step tasks, including creating, updating, and archiving clients, managing connections, updating matching criteria, and managing guest access.
Important: Command Center automatically confirms its actions and does not have an undo option. Use Read-Only Mode to preview changes before allowing it to update live client information.
Both tools are limited by your workspace permissions.
🔗 Related article: Using Looper to Manage Client Profiles
Frequently asked questions
Why don't I see all of the tabs on a client's profile?
Your available tabs and actions are based on your role's permissions. Some roles, such as caregivers and guests, have more limited access.
If you need additional access, contact a workspace admin.
🔗 Related article: Roles & Permissions
Why can't I archive a client?
Archiving requires Manage permission for the client's Profile, Services, and Schedule. You need all three permissions for the Archive option to appear.
🔗 Related article: Archiving & Restoring Clients
Can I delete a client?
Clients are not deleted when you archive them. Archiving removes them from the active client list while preserving their profile and allowing you to restore them later.
Where can I find information about a client's services or billing?
Use the client's Services, Policies, and Invoices tabs.
For detailed instructions on setting up services, policies, and self-pay billing, see the related articles linked above.