AI help with clock-ins and clock-outs¶
Goal: "Stop chasing caregivers who forgot to clock in." Let CareQB check on them, keep clients informed when someone's late, and fix clock-ins so billing and payroll stay clean.
Where: Settings → Agency Settings → Automated Issue Handling (Admins)
Quick paths¶
| I want to… | Turn on |
|---|---|
| Text caregivers who haven't clocked in | Missed Clock-in checks |
| Have CareQB phone them if they don't reply | Allow CareQB to call caregivers if arrival can't be verified in 2 checks |
| Alert the team in Slack when someone can't be reached | Send alerts to Slack when contact can't be reached? and pick a channel |
| Let CareQB clock caregivers in when the app fails | Automated Clock-ins → Allow CareQB to perform an admin clock-in |
| Tell the waiting caregiver their relief is late | Text caregivers for late hand-offs |
| Tell the family a caregiver is running late | Text client's primary contacts for late hand-offs |
| Same for the end of shifts | Missed Clock-out checks and Automated Clock-outs |
| Leave one caregiver out | Their side panel → Exclude from missed clock-in / out alerts? |
Missed clock-ins¶
- Your scheduling software shows a shift started with no clock-in.
- CareQB checks the conversation first. If the caregiver already said they'd be late, it doesn't send a redundant alert.
- It texts the caregiver to confirm arrival.
- They clock in: CareQB thanks them and marks it resolved.
- No reply: CareQB follows up. The default gap is 10 minutes, and it can be set to as little as 4 (Delay between steps).
- Still nothing after 2 checks: if enabled, CareQB calls the caregiver with VoiceAI and/or alerts your Slack channel.
Running late¶
When a caregiver texts "running 15 minutes late":
- CareQB waits about a minute for any follow-up, then replies using your late-arrival template.
- It schedules a check around their ETA to confirm they've clocked in.
- If enabled, it texts the caregiver they're relieving and/or the client's primary contacts. (Mute this per client with Mute late-arrival notices?)
Admin clock-ins¶
When a caregiver says "I'm here, but the app won't let me clock in":
- With Automated Clock-ins on, CareQB records an admin clock-in in your scheduling software with the right time. Turn on Require confirmed arrival time to only do this once the caregiver has confirmed when they arrived.
- If it can't (for example, the shift isn't clear or your software doesn't support it), it tells the caregiver, shares troubleshooting tips, and sends an Active alert to your schedulers.
Clock-outs work the same way with Missed Clock-out checks and Automated Clock-outs.
Scheduling software support varies. See Scheduling software.
ERP notes¶
Under Rules for Notes in your ERP, choose whether CareQB adds notes to shifts for late arrivals, late departures, early departures, and on-time arrivals.
Related: Working alongside CareQB AI