Aaniie Caregiver App Training Guide for Managers

Overview

This guide is designed to help agency managers train caregivers on how to use the Aaniie Caregiver App. By following this training process, caregivers will gain hands-on experience with the most commonly used features and become comfortable navigating the application before working live shifts.

By the end of training, caregivers should be able to:

• Log in using their Portal ID

• View scheduled shifts

• Clock in and clock out

• Complete shift tasks

• Add shift notes

• Take and attach Client Memory photos (if enabled)

• Enter mileage and reimbursable expenses (if applicable)

• Manage availability

• Submit time-off requests

• Request Open Shifts

• Participate in the Caregiver Rewards Program (if enabled)

• Access the Staff Directory (if enabled)

• Access agency-provided documents (if enabled)

• Understand how Offline Mode works

Manager Preparation Checklist

Before training begins, complete the following setup tasks:

Create a Practice Shift

Create at least one practice shift for each caregiver participating in training.

Create an Open Shift

Create at least one Open Shift that caregivers can request during training.

Locate Your Agency Telephony Number

Your agency Telephony number can be found by:

1. Logging into Aaniie.

2. Clicking the Phone Icon in the upper-left corner of the homepage.

Share this number with caregivers during training.

Prepare Password Resets

Be ready to send password reset emails if needed.

Navigation:

Menu → Staff → Staff Management → (+) beside Staff Photo → Password Reset Key → Send Reset Email

Verify Portal ID

Ensure caregivers know your agency's Portal ID.

Important

Portal IDs are always:

• Lowercase

• No spaces

Example:

If your agency URL is:

agencyname.aaniie.com

Your Portal ID would be:

agencyname

Training Session Flow

Step 1: Login and Initial Setup

Have the caregiver:

1. Open the Aaniie Caregiver App.

2. Enter the Portal ID.

3. Enter their username and password.

4. Log into the application.

Review

Confirm caregivers understand:

• Portal ID requirements

• Login process

• Password reset procedures

Step 2: Practice Shift

Use the training shift created during setup.

Have caregivers complete the full shift workflow:

View Shift Details

Review:

• Client information

• Shift time

• Assigned tasks

Clock In

Demonstrate:

• Shift clock-in process

• EVV requirements

• Location services usage

Complete a Task

Mark at least one assigned task as completed.

Add a Shift Note

Create a sample note documenting shift activity.

Enter Mileage or Expenses

If your agency uses mileage reimbursement or expense tracking:

• Enter sample mileage

• Submit a sample expense

Clock Out

Complete the shift and review the finished punchcard.

Step 3: Schedule, Availability, and Time Off

Demonstrate how caregivers can manage their schedules.

Schedule

Review:

• Upcoming shifts

• Shift details

• Schedule navigation

Availability

Have caregivers:

1. Open Availability.

2. Enter or update availability preferences.

Time-Off Requests

Submit a sample:

• Paid Time Off request

• Unpaid Time Off request

Manager Demonstration

Approve the request while the caregiver is present so they can observe the notification process.

Step 4: Open Shifts

Demonstrate the complete Open Shift workflow.

Caregiver Actions

Have caregivers:

1. View available Open Shifts.

2. Request an Open Shift.

3. Retract the request.

4. Submit the request again.

Manager Actions

Approve the request so caregivers can see:

• Notifications

• Approval process

• Schedule updates

Demonstrating Notify Available Caregivers

Managers should also demonstrate how Open Shift notifications are sent.

Steps

1. Open the Open Shift.

2. Select Notify Available Caregivers.

3. Choose the appropriate Rate and Fee.

4. Choose whether to include or exclude overtime caregivers.

5. Select caregivers.

6. Click Proceed.

Step 5: Communication and Resources

Review all communication and resource tools available to caregivers.

Secure Messaging

Demonstrate:

• Sending messages

• Receiving messages

• Reading conversations

Client Memories

If enabled:

• Create a sample memory

• Upload a sample photo

Staff Directory

Show caregivers how to locate coworkers and office contacts.

Agency Documents

Review any uploaded documents available through the app.

Caregiver Rewards Program

If enabled:

• Review points

• Explain rewards

• Demonstrate redemption options

Offline Mode

Review how the app functions when internet service is unavailable.

Best Practices for Managers

Start Small

Begin with 2-3 trusted caregivers before rolling the app out to the entire agency.

Save the Telephony Number

Encourage caregivers to save the agency Telephony number in their phone contacts.

Approve Requests During Training

Approve requests while caregivers are watching so they understand both sides of the workflow.

Be Available During Launch

Remain available during the first week of live use to answer questions and provide support.

Continue Training

Monitor adoption and provide refresher training as needed.

Frequently Asked Questions

What if a caregiver forgets to complete tasks before clocking out?

Encourage caregivers to review all tasks before ending a shift. Review your agency's correction process during training.

What if the caregiver loses internet service?

Demonstrate Offline Mode and explain how information synchronizes after connectivity is restored.

What if login fails?

Verify:

• Portal ID is entered correctly.

• Username and password are correct.

If necessary, send a password reset email.

Do caregivers need location services enabled?

Yes.

Location services should remain enabled to support:

• EVV compliance

• Geolocation accuracy

• Clock-in verification

Quick Reference

Key Takeaway

1. The Caregiver App Install & Login Handout
   
2. Aaniie Caregiver App Training (mp4) video
   
1. It is recommended that you add this video to the documents section, that way when your caregivers open the app the trainer in charge can open the video that will walk them through the entire app.