Step 1: Get Your Staff Inputted and Logged In

1. Add Staff - To add staff go to menu>staff>staff management>click on Register new Staff 
   
2. Manage Staff Wages:
   
1. Manage the amount of wage labels you'll need. Go to Menu>setting>site settings>accounting> Find # Hourly Wage Rates or # 24-Hour Live-In Wage Rates and adjust as needed > Click Save. Click Refresh on your browser. 
   
2. Manage what you call the wage field. Menu>accounting>edit wage rate label. 
   
3. Adjust what your staff makes per hour. Go to Menu>staff>Staff Management>click the plus next to the staffs name> click Edit Rates: 
3. Get Staff Logged In.
   
1. Have them download the app from the playstore or apple app store. 
   
2. To login you need the
   
1. Agency ID: if your url is example.smartcaresoftware.com, the Agency ID is example. 
   
2. Username: if your name is John Doe your username is johndoe. Can also use email. 
   
3. Password: If staff forgot password, you can send it to them from the staff management screen. 

Step 2: Get Your Clients Inputted and Add Tasks/Services

1. To add clients you go to Menu>Clients>Client Management> Click Register New Client 
   
   
   
2. To add client fees (options are hourly rate, 24 hour day live in, and 1 unit/15 minute): 
   
1. Manage the amount of client fee labels you'll need. Go to Menu>Settings>Site Settings> Accounting> Find # Hourly Fee Rates, # 24-Hourly Live-In Fee Rates. or # Unit Fee Rates and adjust as needed>click Save.. Click refresh on your browser. 
   
2. Manage what you call the fee field, Menu>account>edit fee rate label. 
   
3. Adjust what your client will be charged. Go to Menu>Clients>Client Management> Click the plus next to the client's name> Click Edit Rates: 
   
   
   
4. Alternatively, You can adjust every client's fee for that rate label by clicking the dollar sign on the top menu bar: 
   
   
   
3. Add tasks to instruct the caregiver on what to do during their shift. 
   
1. Go to Menu>Client>Client Management>Click into the client you wish to set up> Click the Heading "Client Managers"> Scheduled Tasks.  
   
1. Some key points about this process: 
   
1. You can customize the tasks in the drop down by going to menu>clients>task codes. 
   
2. The recurring is almost always going to be checked because it makes it so you can make it happen repeatedly. The open ended means you don't have to keep updating the end dates. 
   
3. With the days, you should pick every day of the week. Tip: clicking the heading Days adds all the days the box. 
   
4. Scheduled times is mostly a suggestion. It doesn't prevent the caregiver from doing the task if they are outside of the time. 
   
5. Required task makes it so the caregiver must complete the task in order to clock out. 
   
6. Utilizing the matching staff tag can assign the task only to those matching a staff tag. For example, if you only wanted RNs to complete a task you could create a staff tag called RN and give it to your RN and add it to this box. 
   
7. Utilizing the matching shift tag can assign the task only to the shift matching a staff tag. For example, if you wanted a task to occur in the morning you could create an AM shift tag and assign it to a shift and add it to this box. 

Step 3: Creating Schedules

1. Navigate to the scheduling dashboard by going to menu>scheduling>scheduling dashboard. 
   
2. You can create shifts one of 3 ways(note all three of these options can be utilize to create open shifts as well):
   
1. Quick Shifts: Located on the right hand side of the scheduling dashboard is quick shifts. This is to create one shift at a time.
   
   
1. Fill out the information and drag the shift by clicking the drag to add and letting go of it on the day you want to add the shift. 
2. Create Shifts: In the scheduling dashboard click the utility drawer shown here  
   
   
   
1. Fill out the top to reflect the information on the shift. 
   
2. With the Date and Time settings, select the option that best fits what you're trying to schedule. 
   
1. Single will create one singular shift on the day you pick. 
   
2. Multiple consecutive will create one shift for each day selected in the date range you select. For example, if you wanted to schedule a caregiver and client Monday, Tuesday and Friday from 8:00 am to 2:00 pm it would look like:
   
   
   
3.  Multiple (Select Dates) will allow you to select which days you want. 
   
4. Recurring will create a shift from one date range to another. This one will be used the least. 
   
3. Auto Scheduler: Navigate to Menu>Scheduling>Auto Scheduling 
   
1. Everything is mostly the same as before minus the Routine area. The routine will follow the rules in the bottom half of the auto scheduler and create a shift with those rules given the routine. 
   
2. For example, if I want the scheduler to build me a schedule every Month one Month at a time it would look like: 
   
3. Once saved the routine wont run right away unless you select Run Now : 
   

Step 4 : Settings

1. If you pay your caregivers overtime or charge your clients overtime navigate to menu>settings>recognized holidays and select the holidays you recognize. 
   
2. Familiarize yourself with menu>settings>Ip Management. This area can help you figure out who's logging in or who's having trouble and will tell you why. 
   
3. Take time to look through menu>settings>email notifications to see where emails are sent to. 
4. Navigate to menu>settings>site settings. This area has a lot of settings, and is recommended that you look at each one. Here's some highlights. 
   
1. Privacy: 
   
1. Subscription Only Client Management for Client Managers. This changes the Client Manager role to make it so they can only see clients they're assigned to. Client Managers are assigned in the Client profile after this is checked. 
   
2. Hide Unassigned Clients from Staff. This makes it so clients only appear to caregivers once the caregiver has been scheduled with the client. 
   
3. Show Open Shifts for Unassigned Clients from Caregivers . This make it so on the caregiver's app, they can see all open shifts on the app. 
   
2. New User Welcome Messages. Smartcare sends out emails to new users when they're created. This is how you can edit the email a bit.
   
3. Scheduling: This is where you can change the notification settings that come through for the schedule and find a few important Schedule settings. 
   
1. Geolocation Perimeter. Smartcare takes the caregiver's location and either prevents them from clocking in outside the perimeter or notifies the manager in notifications. 
   
2. Pay attention to the rounding features if your shifts are EVV compliant as they aren't permitted. 
   
4. Privacy
   
1. Enable offline mode if you have caregivers who experience loss in coverage. 
   
2. Disable unscheduled clockins if you do not permit this. 
   
5. Accounting: 
   
1. This is where you change mileage amounts per mile. 
   
2. This is where you can add or take away client fee rate labels or staff wage rate labels.