Help guide 4 of 4
Admins manage who has access, how the schedule and care record are structured, and how the app reaches out when something's been missed.
The Log summary card on Home - a short history drawn from the log, meant for a medical professional - is shared with Care Coordinators; see that guide for how it works. This guide covers the admin portal itself.
Tap the shield icon at the top of the screen (only visible to admins) to open the admin portal. If you're signing in specifically as an admin, there's also a dedicated Admin Loginlink on the sign-in screen. Once inside, a row of tabs across the top gets you to every section below - on a phone, that row becomes a dropdown instead, showing whichever section you're on.
A single free-text notes field for anything worth keeping on record about the person being cared for that doesn't belong in a specific medication, appointment, or log entry.
Shift check-in is optional, off by default for new accounts. Tap Enable check-in / Disable check-inon any caregiver to turn it on or off for them. If someone with it enabled forgets to check out, it closes itself automatically at their shift's scheduled end time - no admin action needed.
If anyone has an open shift check-in, a Currently on duty card appears at the top of this page showing who and how long they've been checked in. Use Check outto close it for them right away if needed - this is the only way to end someone else's shift on demand; caregivers can only check themselves out.
Use Create an account to add someone yourself instead of waiting for them to sign up. Email and phone are both optional - leave email blank and a placeholder is used until you fill in their real address; they just can't sign in until you do. They're approved immediately.
Anyone who signed up on their own shows a Pending approval badge until you tap Approve. Disable access revokes someone's access without deleting their account or history - reversible any time.
Tap Edit on any caregiver to update their role, email, phone, or relationship.
| Role | Can do |
|---|---|
| Caregiver | Check in/out (if enabled), log medications, add appointment/activity notes, free-form log entries |
| Care Coordinator | Everything a Caregiver can, plus add/edit/remove appointments, shifts, medications, and activities |
| Admin | Everything, plus this entire admin portal |
If someone ends up with two accounts, tap Merge, pick which account to fold into which, and confirm. All of that person's history moves to the account you keep, and the duplicate login is deleted permanently. There's no undo.
Add a phone number or email here ahead of time, and if someone signs up with it themselves, they're approved automatically instead of landing in Pending approval. Anyone not on the list still gets an account when they sign up - they just wait for you to approve them manually from Caregivers.
Each rule controls one kind of alert. Tap a rule to expand and edit:
| Field | What it means |
|---|---|
| Event type | Medication missed, appointment reminder, coverage gap, or activities not logged |
| Trigger offset | Minutes before or after the event to fire - negative means "before" |
| Recipient | On-duty caregiver, a specific person (or several), all admins, or everyone who was on shift that day |
| Channel | Push notification or text message |
| Escalation step / delay | Rules for the same event can chain - step 2 fires a set number of minutes after step 1 |
Use Add a rule at the bottom to create a new one, and the Active switch inside any rule to pause it without deleting it.
Caregiver activity totals up medications confirmed, shifts worked, log entries, and appointment notes per person. Escalations sent shows how many of each alert type have actually gone out.
The "Shifts" column only counts check-ins from the point check-in became opt-in onward - older check-in activity isn't deleted, it's just excluded here so past inconsistencies (like forgotten checkouts) don't skew the numbers going forward.
| Setting | What it affects |
|---|---|
| Household timezone | Makes sure a medication set for "8:00" means 8am at home, not 8am UTC |
| Coverage gap warning lead time | How many days ahead to check for unstaffed stretches on the schedule |
| Data retention | How long records are kept before being automatically purged |
A read-only list of the most recent 200 creates, updates, and deletes across the app - who did what, and when.
Type things like "Add a dentist appointment next Tuesday at 2pm" or "Sonia is covering the shift Thursday 8am to 8pm." It replies with what it understood and waits for you to tap Confirm before anything is actually added - Cancel if it got something wrong, or just tell it what to fix.
Handles adding or cancelling appointments, shifts, and medications. It can't create caregiver accounts, change settings, or anything else in the admin portal - those still need their own screens. Admin-only; Care Coordinators don't see this tab.
Every free-form log entry - from the Home quick-log card or the Logtab - is checked against medications, activities, appointments, and shifts for anything the app should know about but doesn't yet. Nothing is ever applied automatically: a match shows up here as a suggestion with Accept or Decline. Accepting genuinely creates the record (a new appointment, a deactivated medication, a logged activity, and so on) the same way the Assistant tab does; declining just removes it from the list.
Occasionally a note describes something that doesn't fit any existing feature at all - that shows up as a Possible gap suggestion instead, with Keep for follow-up / Dismissin place of Accept/Decline, since there's nothing to actually create - it's just a flag worth considering for a future feature.
Every suggestion notes which log entry and date it came from. Use Backfill from existing logsto run this same check against log entries from before this feature existed - it processes up to 50 at a time, so click it again if there's more left.
If a caregiver texts or calls in an update instead of logging it themselves, use Import log to add it exactly as if they had - choose who it's from, paste the message, and set when it happened (defaults to now). It's recorded as that person's own log entry, not yours, and goes through the same suggested-actions check as anything logged normally.
It's still marked as imported, though - everyone sees an Imported note on that entry in the Log tab, and admins specifically also see which admin did the importing, right there and on this page.