Open an employee profile
Go to Workforce.
Find the employee you want to manage.
Click their row to open their profile.
The tabs available on a profile depend on your permissions.
Profile tabs
Profile
The Profile tab contains the employee's:
Personal Information
Qualifications
Matching Criteria summary
By clicking Edit, you can update information such as:
Preferred Name
Middle Name
About/Bio
Alternate Phone Number
Social Security Number
Access to edit or view the Social Security Number requires the Manage Sensitive Info permission.
Activity
The Activity tab shows updates and changes made to the profile. You can also add notes and tag users to notify them.
Employment
Use the Employment tab to update employment information after the profile has been created, including:
Workspace Role
Job Title
Hire Date
Start Date
Department
External ID
Employment Type
Pay Methods
To update employment information, open Employment and click Edit.
To update pay information, click Manage in the Pay Rates section.
Schedule
The Schedule tab shows the employee's shifts and schedule.
You can also update the employee's availability or record an absence.
When an absence is approved, Careswitch identifies any overlapping shifts and gives you a chance to review them before they are unassigned. Approved absences appear on the calendar and are included in the caregiver’s availability, helping ensure they aren’t offered shifts during their time off.
Payroll
The Payroll tab is only available when:
You have access to the Schedule tab, and
Pay scheduling is enabled for your workspace.
Because of this, you may not see Payroll on every employee profile.
Connections
The Connections tab shows the clients, contacts, and team members connected to the employee.
Click Add Connection to add a connection to an employee.
Documents
The Documents tab contains files stored on the employee's profile.
Click Upload to upload a new document
Click Request Signed Form to request the employee's signature on one of your document templates.
Matching Criteria
The Matching Criteria section provides a summary of the employee's matching information.
Click Matching Criteria, then click Edit next to the section where you would like to add or update information.
A checkmark indicates that the Matching Criteria section is complete. An X indicates that no information has been entered in the section. Three dots indicate that the section has been partially completed.
Click View All to see the full matching criteria.
Matching Criteria can help your agency identify employees who may be a good fit for clients and shifts.
Internal notes
Internal notes entered in Matching Criteria are agency-only.
Caregivers can see their own matching criteria answers, but they cannot see internal notes entered by agency staff.
Add a qualification
Qualifications can be used to record certifications, licenses, and other credentials, including their expiration dates.
Go to Workforce.
Open the employee's profile.
On the Profile tab, scroll to Qualifications.
Click Add.
Select the Type.
If you select a custom type, enter a name in Custom Type.
Enter the Issuing Organization.
Enter the Issued Date.
Enter an Expiration Date, if applicable.
Optionally attach a document.
To receive a renewal reminder, turn on Set Renewal Reminder.
Select who should receive the reminder.
Select the Reminder Date and time.
Click Save.
Manage existing qualifications
After you save a qualification, it appears as a card in the Qualifications section.
From the qualification card, you can edit or remove the qualification.
Once a qualification's expiration date has passed, an Expired badge appears.
If you set a renewal reminder, the qualification card also shows when the reminder will be sent.
Workforce Stage
To change the stage of a member of your workforce, click on the stage dropdown in the top right corner and choose a new stage.
Send Invite
To invite an employee to join the workspace, click Send Invite. If an invitation has already been sent, click Send Invite Again to resend it.
Hover over the button to see when the last invite was sent.
Message an Employee
To message an Employee from their profile, click the Message button in the top right corner.
This will open Chat, where you can start a new conversation with the employee or continue an existing one.
Log Out User
To log out a member of your workforce, click on the More dropdown in the top right corner and click Log Out This User.
