Self Directed Training Course

Welcome to CareSmartz360!

Congratulations and welcome to CareSmartz360! We are excited to bring you on board and look forward to working with you during the transition and launch process.

We understand that it might be difficult for you to get a full sense of the functionality of the system and how to use it before you have clients. Therefore, we recommend that you save your one-to-one training meetings for when you start setting up your clients.

In the meantime, watch training videos and attend webinars to start familiarizing yourself with CareSmartz360. A member of our team will monitor your progress. If you have questions, you can ask them on the daily live webinars, or email your Onboarding Specialist  ravinder.singh@caresmartz360.com.

If you have general workflow questions, please feel free to join one of our daily Q&A sessions, hosted live by an Implementation Specialist. No need to register, just drop in with your questions!

Remember, whenever you are ready for your one-to-one training, just email ravinder.singh@caresmartz360.com and let us know or book 30 minutes directly. 

We look forward to you getting the most out of CareSmartz360!

1. Configuring the Admin Settings

The first step in implementation is configuring your admin settings. We have some tools to help with that. These self-training videos for the Admin Settings are approximately 10 minutes long each, so it's easy to get things set up a little bit at a time.

Add Your Office Staff

Configure the Drop-Downs and Assessment in Your Client Profile

Configure the Options in Your Caregiver Profile

Set Up and Configure Your Service Types

Edit Your Text Message and Email Preferences

2. Configuring your Office Settings

If you have finished your Admin settings, then you're ready for the office settings. Each one of these self-training videos is approximately 10 minutes long, so you don't have to have a lot of time all at once to make progress.

Main Tab

Alerts Tab

Notifications Tab

Billing Tab

Payroll Tab

Bill and Pay Rates Tab

Holiday Rates Tab

Client Portal Permissions Tab

3. Adding Your Clients

Once you have your Office and Admin Settings configured, you'll be ready to start adding your clients.

You may not have any actual clients yet, but we always encourage agencies to set up a test client or two for practice. That way, when you get your first real clients, you'll be comfortable knowing where to put all the important information about the client, about who will be paying for the service, and about how to set up schedules.

Once you start adding your actual clients, you can make the test people "inactive". They will be there in the future so, as your staff grows, you can continue to use them for training purposes.

Watch these videos to learn the functionality of the client profile.

Add and Edit a Client

Client Assessment/Care Plan

Client Payer and Unique Rates Set Up

Client Scheduling

Client Master Schedule

Client Profile Extra Features

4. Adding your Caregivers

After you have added some test clients, you can add yourself as a test caregiver, so you can see exactly what your caregivers will experience when you start hiring them.

Download the mobile app to your phone, set up some schedules with your test clients, and explore all the great functionality of the CareSmartz360 mobile app.

Watch these videos to learn all the different elements of the caregiver profile in your portal.

Add and Edit Caregiver Profiles and Manage HR Functions

Caregiver Skills and Requirements

Caregiver Scheduling

Caregiver Profile Extra Features

5. Managing Scheduling

Congratulations on getting some clients and caregivers entered into your CareSmartz360 portal. You are making some great progress 🥳

You probably already added some schedules, but we have some resources to help you manage the schedules, and help your caregivers with using the mobile application and successfully clock in and out. Just like with the other modules of the portal, we have some videos to help you learn to navigate the Scheduling module.

Scheduling Calendars

Clock in/out Review and Approval of Shifts

Calendar Management

Master Schedule

Caregiver Mobile App (Coming Soon)

Mobile App Guide

https://intercom.help/caresmartz/en/articles/4629567-caregiver-mobile-app-guide

Telephony (IVR)

https://intercom.help/caresmartz/en/articles/2844016-ivr-telephony-phone-menu-english

6. Accounting Processes

If you have completed your office settings, added some clients, caregivers, and schedules, and you have practiced clocking in and out with the mobile app, the browser portal and/or the IVR, you are ready to explore how to create your invoices and run your payroll.

Even though you will have another vendor to actually complete your payroll, CareSmartz360 can provide you with all the numbers you need in a CSV or Excel format to make submitting the data quick and easy.

Watch on to learn you how to create your invoices and manage your receivables!

Create an Invoice

Accounts Receivable

Processing Payroll

Congratulations! 🥳 Independent Training is Complete!

You have been working hard to get your business up and running over the past few months and learning how to navigate and use the CareSmartz360 portal has been a big part of that. You can continue to reference any of the training videos from our knowledge base whenever you need a refresher.

• Training Videos

The webinars continue to be held daily, and we welcome you to join any of them at your convenience. Remember, these are not only a great way to learn about the portal when you are a new user, but they are also a great way to see new features and have their functionality explained to you.

• Webinar Schedule and Links

Our help center is an ongoing part of your CareSmartz program, and you can access our Live Support Chat Monday-Friday between 8:00 AM and 9:00 PM (Eastern).

• Chat: Click on the chat bubble in the bottom right corner of your CareSmartz360 portal. This is a really fast way to talk to a live person.

• Email: You can email support@caresmartz360.com day or night to open a case with our team.

We hope you're having great success with CareSmartz360!  Remember, whenever you are ready for your one-to-one training, just email ravinder.singh@caresmartz360.com and let us know or book 30 minutes directly.