Templates are forms your agency uses regularly, such as home safety checklists, annual statements to sign, or orientation acknowledgments. Create a template once, then send it to people or start a copy on a profile. Each person gets a separate copy to complete and sign.
Intake, Assessment and Care Plan are built-in forms. Find them under Care forms in Settings → Templates.
Note: Your role must have permission to manage templates in Settings to create or change them. If New template is missing, ask an admin.
Create a template
Go to Settings, then click Templates.
Under Your templates, click New template.
Enter a Name for the template.
Under Filed on, choose where completed responses are saved:
Client profile: Choose the client when sending the form. All responses are saved on that client's profile.
Client service: Start and complete the form from a client's service. These templates cannot be sent.
Employee profile: Each response is saved on the profile of the employee who completed it.
Workspace: Responses are saved for your agency rather than on an individual profile.
Click Create to open your template and start adding content.
Tip: You can change Filed on at the top of the template until the first form is created from it. After that, this setting is locked.
Choose who fills it
Use Who fills it to choose who completes each part and the order they complete it in. Recipients see only the form below this box.
Step 1 is always Whoever you send it to. This person completes their section and signs first.
If you usually send the template to the same people, select them in Usually sent to (optional). For example, choose the Caregiver role. This automatically fills in Send to when you send the template. You can change the recipients before sending.
To have another person complete or sign a section after step 1, click Add a step and choose a role or person.
Choose what they do:
Fills their part: They answer their assigned questions and sign.
Approves (can send it back): They sign after everyone else. If corrections are needed, they can return the form with a note. Only one step can be an approval step.
To include someone without a Careswitch login, such as a client or family member, click Add an outside step. Give the step a name, such as Family member. Choose Required if they must complete their step before the form can be finished. Otherwise, choose Optional.
Step names appear as labels on the form, such as "Caregiver" or "Supervisor." To change a name, click Rename under the step.
Note: Changing the steps affects only forms sent after the change. Forms already sent keep their original steps.
Write the form
The Form section contains the instructions and questions recipients see.
Add headings and instructions as you would in a document.
Type / to add a question. Choose Short answer, Long answer, Multiple choice, Checkbox, Date, Dropdown, Number or Rating. You can also ask Looper to draft the form.
Each question has a tag showing who answers it, such as Step 1 · Caregiver. To assign it to another step, click the tag and select a step under Who fills this. A red star marks a required question.
Add a signature line for every step that needs a signature. For example, use Employee signature for step 1 and Supervisor signature for step 2. To change who signs, click the line's tag and select a step under Who signs here.
Your template saves automatically as you work. All changes saved appears below the template name when saving is complete.
Note: Template changes apply only to new forms. Existing forms keep their original content.
Send a template
You can send a template to roles, departments, tags or individual people. Each recipient gets their own copy to complete and sign. Templates filed on a client service cannot be sent. Add those from the client service's Documents instead.
Open the template in Settings → Templates and click Send now.
Under Send to, select the recipients. Use Include to add roles, departments, tags or people. Use Exclude to leave some out.
Keep Also send to people who join later selected to automatically send a copy to new people who match your recipient choices, such as new hires in a role. Clear it to send only to people who match now.
Review who will complete each later step. Click Change to choose someone else for this send only.
Fill in the optional details:
Due (optional): Set a date or a number of days after the form is received. You can then turn on Remind them automatically to send reminders the day before the due date and the day the form becomes late.
Note (optional): Add a short message to appear with the form, such as why it needs to be completed.
Name (optional): Name this round of forms for the tracking page. For example: "Monthly home visit check, Nov 2026."
Click Preview to see what recipients will see. Previewing does not send the form.
Click Send to. The button shows the number of recipients, such as Send to 12 people.
If the template is filed on a client profile, select the client under About which client.
Add a form to a profile
You can create a form directly on an employee's or client's profile without sending it to a group.
Open the employee's or client's profile and go to Documents.
Click New document.
Under From a template, select the template. On an employee's profile, you can also choose Send a form to and their name to send the form only to them.
To request a signature, open the form and click Request signature. Choose Employee for a team member. Choose Someone outside Careswitch to email or text a secure link to a client or family member.
Track responses
After you send a template, Tracking appears at the top. Click it to see each person's progress:
Status | What it means |
Not started | They received the form but have not started it. |
In progress | They started the form. Sent back appears if it was returned for corrections. |
Submitted | They finished their part. If the template has more steps, the form is waiting for the next step, such as approval. |
Approved or Done | All steps are finished. Approved means the final step was an approval. Done means no final approval step was needed. |
For a one-step template, completed forms show as Submitted. Late appears next to anyone who missed the due date. Use tabs such as Late and Not done to filter the list. Use All rounds to select a particular round of forms.
From Tracking, you can:
Remind selected people who have not finished.
Approve a submitted form or use Send back with a note explaining what needs to change.
Reassign a later step to another person.
View Answers side by side, with one column per question, to compare responses.
Export all answers as a CSV or Excel (.xlsx) file.
Send again to give everyone a new copy of this round.
Withdraw unfinished copies. Completed forms stay.
Edit, describe or archive a template
Open the template and click More:
Edit description lets you add a short explanation of the template's purpose.
Archive removes the template from the choices for new forms and stops it from being sent to new people. Existing forms and answers stay. To restore it later, use Show archived in Settings → Templates.
