Caregiver scheduling software and app for private home care agencies
Aides is caregiver scheduling software for private home care agencies. Build the weekly schedule around each caregiver's skills, availability and maximum hours, let caregivers see their visits and clock in with GPS from a phone browser, and send the completed hours straight to invoices and payroll. Caregivers are unlimited on every plan, starting at 149 USD per month.
What caregiver scheduling has to get right
A caregiver schedule fails in three places. A visit lands on someone who is not available at that hour. A caregiver ends the week well above 40 hours because nobody was adding them up. Or the right person is booked, but nothing tells the office whether the visit happened and for how long. Spreadsheets and group texts handle the first week and break in the second.
Aides keeps the inputs on the caregiver record, so the schedule can be checked against them. Each caregiver has available days and hours, a maximum number of hours per week, skills and a pay rate. Each client has the weekly hours requested, preferred days, required skills and a bill rate. Recurring visits give you the starting point for next week, and conflict checks stop a double booking before it reaches the caregiver.
Features a scheduler uses every day
- Weekly schedule with recurring visits, so a regular Tuesday and Thursday client does not have to be rebuilt each week.
- Conflict checks for overlapping visits and caregivers booked beyond their availability.
- Auto fill for unassigned visits, which proposes caregivers by skills, availability, weekly maximum and continuity, and tells you exactly why a visit stays unfilled.
- Caregiver web app with assigned visits, care plan task checklist and visit notes.
- GPS clock in and clock out, with the location point saved with each event.
- Hours report by caregiver with overtime above 40 hours, and overtime alerts on Agency and Growth.
- Client invoices from completed visits and payroll CSV export on Agency and Growth.
How it works
Add caregivers and clients
Enter availability, skills and weekly limits for each caregiver, and the care plan, weekly hours and bill rate for each client.
Build the week
Place recurring visits and run auto fill for the gaps. Review the unfilled list, which names the missing skill, the capacity limit or the time conflict.
Caregivers open their visits
Each caregiver signs in on a phone and sees assigned visits, tasks and notes. There is nothing to download from an app store.
Review hours and bill
Compare planned with recorded time, fix exceptions, then create client invoices and export payroll hours.
Who uses it
Aides is built for owners and office managers of private pay, non medical and private duty agencies with roughly 10 to 200 clients. The usual starting point is a spreadsheet plus texts, where the owner is the scheduler and also the person who finds out on Friday that a caregiver worked 46 hours. If that sounds familiar, the weekly view and overtime report replace the Friday surprise with a Monday check.
Rules that keep a caregiver schedule honest
Four habits separate a schedule that holds from one that is rebuilt every Monday. First, schedule the hard visits first. If only two caregivers can handle a transfer or speak a client's language, give them those visits before filling flexible ones. Second, keep a regular caregiver on each client when availability allows, because a familiar face notices changes that a stranger will not. Third, add up weekly hours before the week starts, not after payroll. Fourth, compare planned time with recorded time every few days, so a missing clock out is fixed while the caregiver still remembers the visit.
Aides supports each of these. Auto fill follows the same order, constrained visits before flexible ones. Recurring visits keep regular pairings. The hours report is a live total rather than a month end surprise. And the visit record keeps the planned time and the clock in time separate, so the office sees where they differ.
Why agencies pay for it
A scheduler who spends two evenings a week on the grid and another hour chasing timesheets is expensive. Invoices built from verified visits also stop the common leak where hours are worked but never billed. The aim is not a clever algorithm. It is fewer gaps, fewer surprises on payroll day and an invoice the client can check line by line.
What it does not do
Aides does not plan driving routes, does not send text messages and does not submit visits to a state EVV aggregator. Growth exports the six EVV visit data points as CSV. Clock in uses GPS at the start and end of a visit and is not continuous tracking. If you need one of those, check it against your state's rules before you choose any scheduling system.
Plans
Starter is 149 USD per month for up to 25 clients and 3 office users. Agency is 249 USD per month for up to 75 clients and 8 office users, and adds payroll CSV export and overtime alerts. Growth is 449 USD per month for up to 200 clients and 25 office users, and adds EVV CSV export, roles and permissions and an audit log. Yearly billing is half the monthly price. Every plan includes unlimited caregivers, so adding staff never raises the bill. See the full home care software pricing.
Related pages
Read how the home care scheduling software builds a balanced week, how the home care app works on the caregiver's phone, and how completed visits become home care billing software invoices. Agencies that pay by the hour can continue to home care payroll software.
Questions about caregiver scheduling software
What is the best caregiver scheduling software for a small agency?
The best fit for a small private pay agency is one that prices by clients rather than by caregiver, handles recurring weekly visits and connects the schedule to clock in and invoices. Aides does that, with unlimited caregivers from 149 USD per month.
Is there a caregiver scheduling app?
Yes. Caregivers use a mobile web app in their phone browser to see assigned visits, clock in and out with GPS, tick care plan tasks and write visit notes. There is no app store download, and it is included on every plan.
Can caregivers see their own schedule?
Yes. Each caregiver signs in and sees only their assigned visits, with the client, time and tasks for each one. Office users see the whole week and every caregiver.
Does the software warn about overtime?
Yes. The hours report shows each caregiver's weekly hours and flags time above 40. Overtime alerts on the Agency and Growth plans warn the office while the schedule can still change.
How much does caregiver scheduling software cost?
Aides costs 149, 249 or 449 USD per month depending on how many clients you schedule, with yearly billing at half price. Caregivers are unlimited, so the price does not rise when you hire.
Put next week on one schedule
Try the scheduling demo with example clients and caregivers, then start your agency account and enter your own week.