Before you begin
Your role determines whether you can view reports, create reports, or manage saved reports. A workspace administrator can update these permissions.
To review or update permissions:
Go to Settings > Roles.
Select the role you want to update.
Open Looper and Command Center.
Under Reports, select None, View, or Manage.
To create reports, the role must also have Manage permission for New Sessions and Scheduled Runs.
Permission | Use |
Reports: View | View reports that are available to you, including reports shared with you. |
Reports: Manage | Create and manage reports, subject to the other Command Center permissions assigned to your role. |
Running a One-Time Report
To run a report that you do not need to schedule:
In the Command Center, open Reports.
Start a new session.
Describe the question the report should answer and the information it should include. You can also add an attachment by clicking the paperclip icon.
Select the arrow to send your request.
If the AI asks for more information, answer its questions and send your response.
Wait for Careswitch to generate the report. Complex requests may take longer.
Review the report. If changes are needed, request them in the same session.
If you would like to pin the report, select pin one-off report.
Creating a Scheduled Report
For the best results, create and refine the report in a new session before scheduling it.
In the Command Center, open Reports.
Start a new session.
Describe the question the report should answer and the information it should include. You can also add an attachment by clicking the paperclip icon.
Click the arrow to send the request when ready.
The AI might ask for clarification before generating the report. If it does, answer any questions that it might have and click the arrow to send your response.
Wait for Careswitch to generate the report. Complex requests may take longer.
Confirm that the report includes the correct date range, people or shifts, statuses, columns, totals, and calculations.
Request changes in the same session until the report is correct.
Select Pin scheduled report.
Choose when and how often the report should run. When you are ready, click Pin Report.
The report can now be found under Scheduled Runs and Reports -> Pinned Reports.
Managing Scheduled Reports
Pause or resume a scheduled report
To pause a scheduled report:
Select the three-dot menu next to the report.
Select Pause.
The report moves to the Paused category.
To restart it, select the three-dot menu again and choose Resume.
Other report actions
To update the report with the latest available information, select Refresh Report.
To save a copy to your device, select Download.
To remove the report from your pinned reports, select Unpin.
To give other users access to the report, select Share.
To create a modified version of a scheduled report, fork the report by following the instructions below.
Fork a Report
Forking creates a separate report based on an existing report. Use this option when you want to change a report without affecting the original version.
For example, you can:
Fork a quarterly report to review a different quarter while preserving the original.
Fork a shared report before making changes that should not affect your team’s standard version.
To fork a report:
Open the report you want to fork.
Select Edit Report.
Select Fork Report.
Update the report’s name, instructions, date range, or schedule as needed.
Select Fork Report to create the new version.
Tip: Give the new report a clear name so users can distinguish it from the original.
Share a report
You can share a report with individual users, a saved group, or users assigned to a role, such as supervisors. Recipients must have access to Reports in the same workspace.
To share a report:
Open the report and select Share.
Select the individual users, saved group, or role that should receive access.
If you would like to add a note, type one here
Review the selected audience and future runs toggle and share the report when ready.
The report appears under Shared with Me for each recipient and remains available as long as the original report exists.
Recipients can pin a shared report so that it also appears with their pinned reports. Users who did not create the report may not have access to its editing controls, but they can view its latest refresh information.
Use reports across multiple workspaces
Reports and report sharing are specific to each workspace. If your organization uses multiple workspaces, you must create the report separately in each one.
To keep the report structure consistent across workspaces:
Download a report that has the structure you want.
Remove all agency-specific, personal, and sensitive information from the downloaded file.
Start a new Command Center session in the other workspace.
Attach the cleaned file as a reference.
Ask Careswitch to create a report that follows the same structure and measures the same information.
Review the new report carefully before pinning it.
Tips for creating reports
Finish designing the report before pinning it
Treat the first result as a draft. Confirm that the report is correct before you pin or share it, especially if it will be used for payroll, billing, scheduling, or financial review.
Finishing the design before pinning keeps the saved report clean and reduces the need to create additional versions.
Be specific
Detailed instructions usually produce more useful results. When relevant, include:
The question the report should answer
The date range
The records or people to include
The statuses to include or exclude
The columns you need
How results should be sorted or grouped
Any totals or calculations you need
Example report requests
Use these examples as a starting point, then adjust the fields and filters for your agency.
Completed shift payroll review
Create a report of completed shifts from last week. Include the caregiver, shift date, scheduled start and end times, clock-in and clock-out times, and total hours. Group the results by caregiver.
Shift profitability
Create a report of last week’s shifts. Include revenue, caregiver cost, and gross profit for each shift. Include completed shifts only and add totals at the end.
Recorded absences
Create a report of employee absences recorded this month. Include the employee, absence date, absence type, and any available notes. Sort the results by date.
Improve report accuracy
Reports use the information recorded in the current Careswitch workspace. Complete and consistently entered records produce more reliable results.
To improve report accuracy:
Record information in the appropriate field instead of relying only on uploaded documents or informal notes.
Use consistent statuses, service names, and record types across your team.
Record employee call-offs and other absences from the employee’s Schedule by selecting Record an absence when your workflow requires absence reporting.
Keep employee availability and other workforce information current.
Compare important reports with several source records before relying on the results.
Review scheduled reports after changes to agency workflows, permissions, or data-entry practices.
Troubleshooting
Reports does not appear
Ask a workspace administrator to confirm that your role has access to Reports. If you need to create reports, also confirm that the role has Manage permission for New Sessions and Scheduled Runs.
The result is not a report you can save
Enter:
Create this as a report I can save.
Review the generated report before pinning it.
The report includes unexpected records
State the date range, status, location, and other filters explicitly.
For example:
Include completed shifts only.
Expected information is missing
Confirm that the information is recorded in the current workspace and stored in a field that the report can use.
You cannot edit a shared report
The report’s creator or a user with the required management permission may need to make the change. To create a separate version that you can modify, fork the report.
You need the report in another workspace
Recreate the report in that workspace. Use a cleaned copy that contains no agency-specific or sensitive information as a reference so the structure remains consistent.