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. Report access is separate from Looper access, so you can give someone reports without giving them the AI assistant side panel.
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 keep the report, select Pin one-off report under Save to Reports. Careswitch condenses everything you asked for in the session into one clear set of instructions that describes the final report — your later corrections are applied, not listed — and saves it as an On demand report. It keeps the result you pinned until you choose Refresh Report, which re-runs those instructions with current data. On-demand reports don't appear in your Scheduled Runs list and don't count toward your scheduled-run limit.
Creating a Scheduled Report
We're making big improvements to Looper. As part of that, starting today scheduled reports in Command Center will stop running. They won't refresh or be emailed on a schedule anymore.
Nothing is lost: every report already created is still under Command Center → Reports, and you can ask Command Center for any report whenever you need it.
A better way to handle recurring reports and scheduled work is coming with the next big Looper updates. We'll reach out when it's ready for your agency.
In the meantime, reports must be regenerated manually on their scheduled day. For example, if a report is scheduled for every Monday, wait until Monday, open Command Center, and enter the prompt to generate it.
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. When you do pin, Careswitch condenses the whole conversation into one set of instructions based on your final ask, so corrections you made along the way are folded in rather than replayed.
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 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.
The report covers the wrong dates
Check the report's Data window. If it is set to As written, the dates come from the instructions, so a prompt that names a specific week will keep reporting that week. Switch to a Rolling window such as Last week for a report that should move forward on each run.
Refresh is disabled
The report's schedule is paused. Select Resume from its three-dot menu, then refresh.
A pinned one-off report isn't listed under Scheduled Runs
That's expected. A one-off pin is an On demand report: it has no cadence, so it lives on the Reports page only and doesn't take up a scheduled-run slot. Open it from Reports and use Refresh Report when you want it re-run.
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.