Admin Portal
The Admin Portal is your agency's command center. From here you manage caregivers and clients, build schedules, send invoices, track compliance, run payroll reports, and monitor everything happening across your agency in real time.
Our onboarding wizard walks you through everything step by step — agency info, logo, payment setup, service types, pay rates, and adding your first caregiver and client. Most agencies are fully operational in under 30 minutes.
Go to the Caregivers section and click Add Caregiver. You can enter their full profile, set pay rates, upload W-9s or onboarding documents, assign service types, and track certifications. Accounts can be activated or deactivated instantly.
Yes. CareSoftPro uses role-based access control. Admins see everything. Managers are scoped to their assigned locations. Staff have configurable permissions. Caregivers, families, and doctors each get their own completely separate portals.
Build your weekly schedule from the admin portal with drag-and-drop simplicity. You can create one-time or recurring shifts, post open shifts for caregivers to claim, set overnight shifts, and manage caregiver availability and time-off requests.
Caregiver Portal
Caregivers get a clean, mobile-friendly dashboard showing their upcoming shifts grouped by week, recent pay history, team messages, and quick access to clock in/out — all from their phone or computer.
When a caregiver arrives at a client's location, they tap Clock In on their device. The system verifies their GPS coordinates match the client's address before allowing the clock-in. The same verification happens at clock-out, creating a timestamped, location-verified record of every visit.
Caregivers log into their portal and go to Pay History. Every completed pay period generates a downloadable pay stub showing hours worked, pay rate, and gross pay.
During an active clock-in, caregivers can access the MAR tab to document medications given. Each entry records the medication, dosage, route, time administered, and the caregiver. Admins receive an email alert for every entry, and the log is visible in the family and doctor portals.
Caregivers can complete assigned training modules directly from their portal — including videos, reading content, and quizzes. Once completed, a certificate is automatically generated. Admins can track completion status from the admin portal.
Family Portal
Family members get a secure login where they can view the care schedule, see who is assigned to their loved one, read visit notes, check medication records, message caregivers directly, and view billing statements — all in real time.
Yes. Family members can receive push notifications the moment a caregiver clocks in or out, so they always know their loved one is being cared for without needing to call the agency.
Yes. Family members can view billing statements and full payment history through their portal at any time.
Doctor Portal
Doctors and referring providers get a secure, read-only login. They can view the medication administration record, care notes, visit history, and patient information for their assigned patients — without needing to contact the agency directly.
Patient data is encrypted and access is strictly scoped — doctors can only see records for patients assigned to them. All sensitive data is stored securely with role-based access controls and full audit logging.
Billing & Payroll
Once a shift is completed, it automatically feeds into a client invoice. Invoices are emailed to clients and tracked inside CareSoftPro. Overdue invoices are flagged automatically. You can record payments by any method — card, ACH, check, cash, or Zelle.
Payroll is calculated from completed shifts each pay period. You can export a payroll CSV formatted for Gusto, ADP, Paychex, QuickBooks, or Patriot Software — or download individual pay stubs for each caregiver.
CareSoftPro includes monthly P&L statements, weekly payroll summaries, invoice aging reports, caregiver productivity, GPS audit logs, MAR compliance logs, mileage reimbursement reports, and EVV exports for state billing.
General
Plans start at $99/month. All plans include every portal — admin, caregiver, family, doctor — plus scheduling, MAR, training, compliance tools, and billing. No hidden add-ons. Visit our pricing page to compare plans.
No. CareSoftPro is 100% cloud-based. Your agency, caregivers, families, and doctors all access it through a standard web browser on any device, from anywhere.
Your free trial gives you full access to the entire platform for days. No credit card required to start.
Most agencies are fully set up in under 30 minutes using our onboarding wizard. Your first caregiver and client can be active the same day you sign up.
Yes. All sensitive data including Social Security Numbers is encrypted using AES-256. Access is role-scoped so users only see what's relevant to them. Login brute-force protection is built in, and every caregiver visit is GPS-verified and logged for compliance.