This feature is currently available in a limited release. If your agency would like to be considered for participation in future Beta feature releases, please send your inquiry to support@caresmartz360.com

We are excited to release our time-tracking views with an improved interface and experience, including workflow improvements.

We are now including the Adhoc Schedules inside the Time Tracking Views filters. This helps manage all types of visits from one place, Time Tracking Views.

You can now filter your time tracking views in a more comprehensive manner with introduction of new filters. Below mentioned are the new filters with respect to time tracking views –

1. Schedule Review, Approved, Finalized – Service Type, Care Coordinator, Supervisor, Billing Frequency, Payer Type, and Payer.

2. Cancelled, Missing Clock-In, Missing Clock-Out - Care Coordinator, Supervisor, Billing Frequency, Payer Type, and Payer.

3. Open Shift - Care Coordinator, Payer Type, and Payer.

4. Date Range filter is renamed to Schedule Date Range. The Schedule Date Range will also be consisting of the date range as per the Billing Preference set in the office setting when only a single office is selected. We have also given options to select the billing dates as Yesterday and Today, Today, Yesterday, Last 7 days, Last 30 days, and custom date range where you can select any date range of up to maximum 62 days. By default the date range will be selected for Yesterday and Today.
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5. The filters are auto-applied, and the default value is set for Schedule Review View, which you can change at any point in time as per your convenience. Default values for all the filter where multi-select is available is set to “All Selected”.

1. Common Changes

a. The columns for Schedule Start/End (Date, Time) and Actual Start/End (Date, Time) are now separately available so that you can easily identify the Schedule Start/End and clock-in/out.
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b. Hourly Units segregation – The Scheduled Hours, Actual Hours, Billable Hours and Payable Hours are now available in a combined column as well as in separate column. You can now keep track of the Hourly Units for the Visits under a single column or you can view them in separate columns by selecting from the select grid column.
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In this column Scheduled Hourly Units are represented by S, Actual Hourly Units by A, Billable Hourly Units by B, and Payable Hourly Units by P. These values are also available in the legends at the bottom of the page. To view the values, click on “Show Codes”.
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c. Amount
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This includes mileage and expense in all views except missed visits, meetings, telephone details, and unidentified Calls. In the finalized view there will be addition of Payable Amount and Billable Amount. Values in this depends on the Billing and Payroll status. If you have billed your visit completely, the amount will be displayed in the Billable Amount, and in the Payable Amount if the Payroll is generated for the Visit. These are denoted by P and B. If any holiday or overtime is included the A and/or B will be displaying the asterisk sign. Separate columns for these are also available in the views.
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Attached is the screenshot for the same from Finalized View
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d. Projected Amount
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You can now view the projected billable and payable amount under this column. The projected amount displays the projection as per the Scheduled Bill/Pay Units multiplied with the Bill/Pay Rate applicable on the schedules. For the Schedules where clock-in/out both are performed, the projected amount consists of units based on clock-in and clock-out. In the case of Finalized two new columns are added up in the Amount column as Billable and Payable Amount. The Project Payable and Billable amount are also available as separate columns in “Select Grid Columns” from where you can easily define if you want to view combined view or you want to view separate columns for Projected Billable and Projected Payable or you want to view all columns consisting of the Projected Amount.
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e. Clock-in and Clock-Out colors on Visits
The color behavior for the clock-in and clock-out is also changed. The definition of colors is defined as below:

(1) Green - When the schedule is approved and there are no exceptions, no missed clock-in/clock-out, no alerts OR Clock-in/Clock-out was done within the threshold. If no clock-in/out performed, there should not be the green color. Finalized view will be consisting of Green only.

(2) Red – When the clock-in/clock-out was done out of threshold or wasn’t done after threshold, or there is any EVV exception applicable on the schedule, or there are any alerts on the schedule. If the Status is Unapproved, Canceled by Client, Canceled by Caregiver.

(3) Yellow – The schedule is within the threshold range, with no exceptions/alerts. The threshold didn’t pass yet.

(4) Blue color – Shift didn’t start yet i.e., the shift’s threshold time didn’t start yet. Shift was approved within threshold.

(5) Purple - Clock-in/Clock-out was done within threshold and the status of the schedule is Scheduled, Time Tracking confirmed or Needs Review. There is no exception, alert or missed Clock-in or Clock-Out.

There can be different colors on clock-in and clock-out depending on the above conditions. These colors are defined at the bottom in the view’s legends. These colors are applicable for the Visits only.

f. Introduction of Pay Type and Bill Type Columns
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You can now easily review the Pay Type and Bill Type applicable to the visit. We have now introduced the columns for the Pay Type and Bill Type in the Time Tracking Views, via which it can be easily reviewed on the time tracking views themselves, and you don’t need to open the edit view of the schedule.
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g. Select Grid Column Updates
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CareSmartz360 is now coming up with the functionality to show/hide the columns in the Grid columns of the views. You can also change the sequence by dragging columns up or down similar as in the case of client listing. The default view for the Schedule review is as per the attached screenshot for the select grid columns.
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The Apply Client Signature from Previous Shift feature has been added to the CS360 Agency Portal (New UI). This update allows Admin and Office Staff users to apply a client’s most recent digital signature (excluding audio) to one or more shifts where a caregiver was unable to collect it. 

Client Signature Column in Time Tracking (New Design) 

A new Client Signature column is now available in the following views: 

· Missed Clock-In 

· Missed Clock-Out 

· Schedule Review 

· Approved Shifts 

· Ad-hoc Schedules 

Column Details: 

· ✔ Checkmark: Signature is present 

· Audio Icon: Audio signature present 

·  Add Signature button: No signature 

· Tooltip: “Apply signature from the previous shift if any. Audio signatures are not applicable.” 

· The column is sortable and selected by default in the column selector. 

Add Signature Button (Per Shift) 

· The Add Signature button is shown if a shift does not have a signature. 

· On click: 

o If a previous digital signature exists, it is applied to the shift and logged. 

o If none is found, a “No Signature Found” alert is shown. 

· "Other" type (non-client) signatures are supported. 

· Logged under Care Logs and Care History. 

Bulk Apply Signature Functionality 

· A toolbar icon Add Signature is enabled when one or more shifts are selected. 

· Supports multi-client selection. 

· When triggered: 

o Applies the most recent digital signature for each client. 

o Skips shifts without a prior signature. 

· Summary alert displays: 

o Clients whose signatures were not found. 

o A success message if all were applied. 

Compliance Alert (First-Time Use) 

Users see a one-time compliance disclaimer before applying a signature: 

Disclaimer: Applying a signature from a previous shift is at the user's discretion. CareSmartz360 is not liable for any compliance issues or consequences resulting from its use. Ensure all applicable regulations and agency policies are met before proceeding. If you’re unsure, consult your supervisor. 

Options: 

· OK: Proceeds and suppresses future alerts. 

· Cancel: Cancels the action; alert shows on next attempt. 

· Acknowledgment is tracked in the database (per user). 

Logs and Tracking 

Each signature application creates a log in: 

· Care Logs (under Client and Caregiver profiles) 

· Care History (Client Portal and Agency Mobile App) 

Log includes: 

· Type of signature (Client or Other) 

· Admin/Staff name 

· Timestamp 

Export Enhancements 

A Client Signature column is now included in shift export files: 

· Displays the signature text if available 

· Shows “Audio Signature” if audio exists 

· Displays “No Signature” if none is found 

The ability to update task statuses for schedules in bulk or individually has been added to the Time Tracking module in the CS360 Agency Portal (New UI). This enhancement allows Admin and Office Staff users to manage schedule-related tasks more efficiently without accessing each schedule separately.

Users can now update task statuses in bulk across the following views:
• Schedule Review
• Approved
• Finalized
• Missing Clock-In
• Missing Clock-Out

Bulk Action Availability:
• The Task Status bulk action button appears when one or more schedules are selected.
• A dropdown lets users choose from all task statuses except “Scheduled.”
• Only tasks currently in Scheduled status are updated.

Confirmation & Reason Prompt:
• On clicking a status:
o A confirmation popup appears:
• A reason input is required before proceeding.
• Updates are logged under Care Logs for each affected schedule.

Task Column Click – Single Schedule Task Update

Users can also update tasks for a single schedule by clicking the task column in the time tracking grid.

In-Task Column Interface:
• Tasks are listed with checkboxes for selection.
• Up to 6 tasks are visible per scroll view; additional tasks can be viewed by scrolling.
• The status update dropdown appears only when one or more tasks are selected.

Confirmation & Logging:
• Same confirmation popup and reason prompt apply.
• Updates are logged in the Care Logs of the respective schedule.

Logs and Tracking

Each task status update (bulk or individual) is logged in:
• Care Logs (under the respective schedule)
• Log includes:
• Task status selected
• Admin/Staff name
• Reason entered
• Timestamp

1) Bulk Status Update (Visits & Meetings)

With the launch of new user interface, you can easily update your visit status to a new status by selecting the visits in bulk and selecting the status from the dropdown at the top right bulk actions. This action will be available on the time tracking views: Ad-hoc, Schedule Review, Missing Clock-In, Missing Clock-Out, Canceled, and Meeting.

The default option is set to Approve, to select other option you need to click on the dropdown icon at the right of the button. Clicking on this dropdown opens up the Schedule Status as available in the Schedule window. Selecting any of the option from the dropdown will lead to status change. All of the conflicts as applicable on the selected visits/meetings will be displayed as per the selected status. Status change will only be applicable if you ignore the conflicts or resolve them per visit/meeting.

2) Export functionality

The export for the time tracking are also updated with inclusion of the all columns in it. You can now also view the clock-in/clock-out method that were use to perform the clock-in/clock-out on the visit in the exported file. For exporting the file, please click on to the export icon placed immediate after the columns to export the selected records.

There are two options available in the export as download all or download selected columns. With download all you can export all the columns irrespective of what you have selected in the select grid columns. With the download selected columns, you can only export the Excel file with the columns that are visible on the view.

3) Create Invoice

We are excited to provide the ability to select the visit(s) from time tracking views as Schedule Review, Approved, Finalized, Missing Clock-In, Missing Clock-Out, Cancelled, and Open-Shift.

You can create Invoice(s) only for the approved visits. If you have selected any visit other than approved, you will be given a prompt to select only the approved visits. On selecting the approved visit(s) in bulk and clicking on the create invoice, you will be redirected to the create invoice screen with the selected visit(s).

Note: When you are navigated to the create invoice page, the filter will be hidden. If you change any of the values of the filter, the existing visit(s) can get removed depending on the value(s) of the selected filter(s).

4) Generate Payroll

You can also generate the payroll for your visit(s) and meeting(s) from the time tracking views: Finalized, Approved, and Meeting.

Only the approved meeting(s)/visit(s) can be navigated to Generated Payroll screen by selecting the approved visit(s)/meeting(s) and clicking on the Generate Payroll screen.

We are excited to launch the pagination on the time tracking views. By default the pagination size is available as 50 records per page. You can change the records by selecting from the “Show” dropdown. The pagination displays total number of records with the current page records, and the total pages.

The pagination is displayed at the bottom of each page. You can use it to navigate to the next/previous page or to jump directly to the displayed page number.

At the bottom of each page there are the Schedule Status/Meeting status filters available which are also showing the number of the total hours according to each status. You can filter the schedules by unselecting the not required schedule/meeting statuses. By default all the status will be selected.

The status filter row also consist of a new functionality as “Show Codes”. On clicking show codes you can view the values of various codes as available for the different time tracking view(s).

You can now easily delete your scheduled visit(s) from the time tracking view(s) Schedule Review, Approved, Meetings, Missing Clock-In, Missing Clock-Out, and Open-Shifts.

This is available in the Actions column as a delete icon. You can only delete a visit or Meeting for which Payroll and/or Billing is not done. For deleting the visit/meeting you need to click on the delete icon as available under the columns.

Once you click on the delete icon, a pop-up appear(s) where it is mandatory to add a reason to delete the visit/meeting. Once added and saved your visit will be delete and same will be available in the Schedule Deletion log.

With the launch of new Time Tracking views we are happy to announce that you can view the details about the clock-in, clock-out method icon and its details under the show codes as well as on the hover over the clock-in/out method icon.

Attached is the screenshot demonstrating the FOB icon with Clock-In and Clock-Out, where you can see the text indicating Clock-Out via FOB device
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The same is available on other types of clock-in and clock-out methods which you can view by hovering on the clock-in/out method icon. Details about the clock-in/out method can be found under the

With the new Time Tracking launch, we are now providing feature to show the client/caregiver records on the time tracking views as per the Care Coordinator and Supervisor view where the records by default will be displayed for the Admin/Office staff user for those client/caregiver whose care coordinator/supervisor they are. In case they are not a supervisor or care coordinator of any caregiver or client, all option will be selected by default.

The admin and office staff user can also view all records by clicking on the filter and select the supervisor and/or care coordinator whose records they want to view.

In case agency want to restrict the view of the Office Staff user who are care coordinator/supervisor of client/caregiver, this can be done from the office setting main tab. You have option to turn on the option as “Restrict Supervisors/ Care Coordinators to their own Clients/Caregivers” with a checkbox. If this option is enabled the Office Staff user cannot change the value of the Care Coordinator/ Supervisor filter in the Time Tracking Views.

Note- This feature is applicable on the time tracking views Adhoc, Approved, Cancelled, Finalized, Missed Visit, Missing Clock-In, Missing Clock-Out, Schedule Review only. On the Meetings the supervisor filter will be applicable and on the Open Shift(s) the care coordinator filter will be applicable.

The Canceled View of the Time Tracking screen now includes:

· A new column Action By (Caregiver or Agency)

· A new column Tag (cancellation stage)

· A new filter Cancel Action By, allowing users to filter shifts canceled by caregivers.