The Voice Bot will call caregivers to ask whether they are available for their scheduled shift, captures their “Yes” or “No” response, and updates the system accordingly.
This ensures smoother communication, reduces manual follow-ups, and helps keep schedules accurate across all portals.
Voice Bot – Pending Shift Confirmation
When a caregiver has a pending shift that requires confirmation, the system will automatically initiate a Voice Bot call based on the timing set in Office Settings.
Office Settings:
Enable Voice Bot → Schedule Confirmation (Caregiver) → Set Confirmation Call Time (Hours before shift)
When the Voice Bot option is enabled, a new setting will appear for the user based on the available use cases.
Currently, only the Pending Shift Confirmation use case is available. Under the time settings, the user can also specify how many hours before the scheduled shift the Voice Bot should call the caregiver.
Additionally, the caregiver’s mobile number must be included in the profile section.
Call Behavior:
· The Voice Bot calls the caregiver before the shift begins (based on the set timing).
· The caregiver can respond “Yes” or “No.”
· Their response is captured and recorded in the system.
Caregiver Response Handling
If caregiver says “Yes”:
· The shift is marked as Confirmed across all portals.
· The confirmation icon (✅) appears in the Time Tracking view as well as the schedule window.
· A confirmation status entry will be showing the below-mentioned information:
o Caregiver Name
o Date & Time of Confirmation
o Method: Voice Bot
Example Display:
Aman Sharma — 9/26/25 5:54 AM via Voice Bot
If caregiver says “No”:
(Follow-up action is not covered in this release—in this case the transcript will be available on the agency portal under global logs view).
If caregiver does not respond:
· Voice Bot repeats the question once using the idle message.
· If there is still no response, the call ends politely mentioning that no response was received from the caregiver side.
Voice Bot Call Script:
Initial Prompt:
“Hello, this is Sarah from Caresmartz360. {Caregiver Name}, are you available for your scheduled shift with {Client Name} starting at {Time}? Please confirm your availability.”
Acknowledgement Message:
“Thank you, I will update this in the system based on your shared input.”
Idle Message (if no response):
“This call is regarding your pending shift confirmation for {Client Name}, starting at {Time}. Please confirm if you'll be available.”
No Response Ending Message:
“Since no response was received, I am ending the call. Thank you for your time.”
No changes have been made to the current workflow or how confirmation details appear — only the new method “via Voice Bot” has been added.
-----------------------------------------------------------------------------------------------------------------
New Addition: Voice Bot Log in Global Logs (New UI)
· A separate care-log entry is created for each Voice Bot confirmation.
· A new log type called “Voice Bot Log” is now available under Global Logs.
Voice Bot Log – Result Set Columns:
The result set will display:
· Office
· Territory
· Associated Client Name
· Schedule Details
· Caregiver Name
· Voice Bot Call Initiation Time
· Transcript (English – Viewable)
· Shift Confirmation Status (Yes/No)
· Call Answered (Yes/No)
Furthermore, Sorting is also available for easy review.
Transcript View:
When a user selects the transcript option:
· A fly-out pop-up appears (same style as SMS detail views)
· It contains:
o From: Caresmartz - Voice Bot
o Associated Client & Schedule details
o Complete English transcript
o Shift Confirmation Status
o Voice Bot Calling Number from which the call is initiated.
Important Notes:
· Voice Bot confirmation calls will only be triggered for:
o Schedules that require caregiver confirmation, AND
o Agencies that have enabled Voice Bot + Shift Confirmation in Office Settings.
· This release only covers the Pending Shift Confirmation use case.
Please note: Follow-up actions for declined shifts (“No” responses) are not included in this release. In these cases, the transcript will still be available based on the conversation that happened between bot and caregiver, and the agency user can review the shift confirmation status column for easier tracking.
Automatic Chronological Sorting for Forms
We have updated the default sorting logic for the Forms listing page to ensure the most relevant information is visible at a glance.
· What’s New:
o Default Sort: When navigating to the Forms section on any profile (Client, Caregiver, etc.), the list is now automatically sorted by the Modified By column.
o "Latest First" Logic: The most recently modified forms, including those just submitted and awaiting approval, will now appear at the very top of the list by default.
· Impact: Users no longer need to manually adjust filters or sort columns to find recent submission.
· Consistency: All existing filtering and secondary sorting functionalities remain intact, allowing you to still customize your view as needed after the initial load.