Recurring workflows¶
Goal: "Every Thursday morning I fill next weekend's open shifts and remind caregivers about their week." Set it up once, review each run if you want to, and let CareQB do the rest.
Where: Workflows in the sidebar (desktop)
🆕 New feature. Recurring workflows are rolling out now. Contact your CareQB team if you don't see the Workflows tab.
Quick paths¶
| I want to… | Do this |
|---|---|
| Push next weekend's open shifts every Thursday | New schedule → Future Open Shifts → Weekly, Thursday 8 AM → target Next week, Sat & Sun |
| Remind caregivers of their shifts every Friday | New schedule → Caregiver Shift Reminders |
| Ask clients to confirm next week's visits | New schedule → Client Shift Reminders |
| Review a run before it sends | Add yourself to Notify for review, then open it from Control center |
| Skip one week (a holiday) | Upcoming → Skip on that run |
| Run it right now, once | Schedules → Run once |
| Stop a schedule for a while | Pause (and Resume later) |
Workflow types¶
| Type | What each run does |
|---|---|
| Future Open Shifts | Starts the fill process for open shifts in the target window, creating a fill-in or grouped request |
| Caregiver Shift Reminders | Reminds caregivers about their assigned shifts in the window. See Shift reminders. |
| Client Shift Reminders | Asks clients to confirm their scheduled visits in the window |
| Availability Check In | Coming soon. Asks caregivers to submit availability for the target period. |
Create a schedule¶
Workflows → Schedules → New schedule
1. Choose a type¶
Give it a clear Name (for example "Weekend fill push").
2. When it runs¶
- Repeats: Weekly, Daily (all 7 days or weekdays only), Monthly, Quarterly, or One-time.
- On / Pulled at: the day and time. Times use your agency's timezone.
- Ends: Never, on a date, or after a number of runs.
- Review window: how many minutes a run waits before it triggers on its own. This is your chance to review or stop it. Leave it empty to use your agency default.
3. Rules¶
- Send from: the CareQB line used for the texts.
- Target window: which weeks (Current week, Next week, In 2 weeks, and so on, measured from the run date) and which days. Leave all days off to include every day.
- Shifts: shift types and Starts between times.
- Clients: Only these clients, Leave out, required skills, locations, care intensity, and memory care. Click a skill once to require it, twice to rule it out, and three times to clear it.
- Caregivers: only these caregivers, or leave some out.
- How the request is raised (Future Open Shifts): Only offer to clients' best match caregivers, only recurring or one-time shifts, Ignore availability conflicts, or match on required skills only.
- Notify for review: teammates who get a push notification when a run is queued for review.
4. Preview¶
CareQB shows the next runs already scheduled. If another active schedule already does the same thing, CareQB warns you. You can Save anyway if that's intended.
Managing runs¶
Runs are created ahead of time, so you can change any single run without touching the schedule.
| Where | What you can do |
|---|---|
| Upcoming | View, Skip (with a reason), or Reschedule, including Start now (it still targets the dates it was built for) |
| Control center → Queued and running | Review, Modify (edit this run only), or Cancel run before it triggers |
| Control center → Recent runs | Filter by schedule, type, and outcome, then Open result to jump to the request or reminder it created |
| Schedules | Run once (adds a one-off run), Pause / Resume, and edit |
Run changes are labeled Edited for this run only. The schedule's standing settings stay the same.
Run outcomes¶
Completed, Completed with errors, Failed, Cancelled, or Skipped. Skipped and cancelled runs show why: you skipped it, it was rescheduled, it was cancelled, it was started early, or the system skipped it (for example, there was nothing to do).
Tips¶
- Start with a review window. Give yourself 30–60 minutes to look over the first few runs before trusting it fully.
- Pair schedules: a Thursday Future Open Shifts for the weekend, plus Friday Caregiver Shift Reminders for next week.
- Holidays: skip or reschedule the single run instead of pausing the schedule.