Statement of Purpose
This article explains how to create and manage Master Schedules in CareSmartz360. Master Schedules are used to define ongoing, repeating care patterns for clients and automate schedule publishing over time.
When You Should Do This
Use Master Schedules when:
A client has regular and predictable visits
You need to schedule ongoing care without a fixed end date
You want to automate schedule creation and publishing
Prerequisites
Before creating a Master Schedule:
Client profile must exist
Service types and rates should be configured
Caregiver profiles should be available
Scheduling structure (days/times) should be defined
Instructions
Step 1: Navigate to Master Schedule
Open the Client module
Select a client
Go to the Schedule section
Click on the Master Schedule tab
Step 2: Create a New Master Schedule
Click Add New Master Schedule
Enter a Plan Name
Example: “Weekday Mornings”
Step 3: Define Schedule Pattern
Set the recurrence pattern:
Weekly (most common)
Bi-weekly
Monthly
Select:
Day(s) of the week in the pattern
Select:
Start Date
Typically aligned with billing or payroll cycle
End Date
Optional (can be left open)
Step 4: Set Visit Details
Define the core visit structure:
Start Time
End Time
Service Type
Caregiver assignment
Step 5: Configure Rates
If rates are defined, they will populate automatically
Custom rate overrides are available but not recommended
Step 6: Configure Optional Settings
Auto Clock-In / Clock-Out
Available but not recommended
Not generally considered EVV compliant
EVV / Payer Association
Can be enabled if required for payer programs
Step 7: Set Auto Publish Cadence
Auto Publish controls when schedules are generated:
Publish:
1 week ahead
2 weeks ahead
3 weeks ahead
4 weeks ahead
Select the day of publishing (e.g., Sunday) [CS360 - Sc...5-13-en-US | Word]
Step 8: Add Notes & Save Changes
Add any notes that need to be on all visits
Save the schedule
Step 9: Modify Individual Days (Optional)
You can customize specific days within the pattern:
Change caregiver
Adjust time
Override standard pattern
Step 10: Publish Master Schedule
You can publish schedules in two ways:
Manual Publishing
Click Publish Schedules
Review visits
Select:
Individual visits
Or all visits
Apply edits if needed
Click Publish Selected
Conflicts, if any, will display for action or ignore
Auto Publishing
Based on the cadence defined earlier
Future schedules will generate automatically, conflicts will appear in the Alerts icon.
Step 11: Verify Published Schedules
Return to Client Schedule Calendar
Confirm visits are created
Best Practice Recommendations
Recommended Approach
Use Master Schedules for:
Long-term, stable care plans
Align start date with:
Payroll cycles
Billing cycles
Begin with manual publishing before enabling auto publish
Pros
Reduces manual scheduling effort
Supports long-term planning
Allows flexible updates to recurring patterns
Enables automated schedule generation
Cons / Considerations
Requires proper setup to avoid downstream issues
Auto publish can:
Reduce visibility if not monitored
Custom rate overrides may cause inconsistencies
Troubleshooting
Issue: Cannot save master schedule
Cause
No day selected
Resolution
Ensure at least one day is selected before saving
Issue: Visits not appearing in calendar
Cause
Schedule not published
Resolution
Manually publish or confirm auto publish settings
Issue: Incorrect caregiver assigned
Cause
Default assignment in master schedule
Resolution
Edit specific day or update master schedule
Issue: Compliance or EVV concerns
Cause
Auto clock-in enabled
Resolution
Disable auto clock-in unless explicitly required
Summary
Master Schedules provide a structured way to manage ongoing, repeatable care plans. By defining patterns, assigning caregivers, and controlling publishing cadence, agencies can streamline scheduling while maintaining flexibility and control.