After schedules have been built and published, there will inevitably be situations that require updates, corrections, cancellations, staffing changes, or open shift management. The Schedule Calendar provides a centralized location to review, modify, and manage upcoming and active visits.

Use the Schedule Calendar when you need to:

Before managing visits, ensure:

By default, the system displays:

The Schedule Calendar includes several filters to help narrow results.

Available filters may include:

You can also:

After making selections, click Apply.

Within the selected date range, you can toggle between:

This provides visibility into:

To create a new visit directly from Schedule Calendar:

Click directly on a scheduled visit.

A preview window displays:

From the visit preview, you can:

Note: Text messages are billable per the Caresmartz360 Billing Policy.

If you need to duplicate a shift:

Review all selected dates carefully before saving.

Large-scale copy operations can unintentionally create duplicate visits if date ranges are not reviewed thoroughly.

To remove a visit:

Deleted visits cannot be restored.

If a visit is deleted accidentally, it must be recreated manually.

For additional scheduling options:

The detailed view provides access to:

Select a cancellation reason.

Common reasons include:

Add notes and click Save.

Always document the reason for cancellation in the notes field to maintain a clear audit trail.

Select a cancellation reason.

Add notes and click Save.

Choose whether to create an identical Open Shift.

Selecting Yes creates an open shift using the same visit details, allowing the visit to be staffed immediately.

When updating visit status or making scheduling changes, the system may display conflict warnings.

Examples include:

Review all warnings carefully before proceeding.

Open shifts can be created by:

If you already know who should work the shift:

To search for qualified caregivers:

The Find Caregiver page allows filtering by:

Detail View at the top right will navigate to the full Find Caregiver Screen.
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View Details at the bottom right will open the visit details for the selected shift.

CareSmartz360 compares:

You may adjust search criteria to prioritize specific qualifications.

Compatibility filters help identify caregivers who may be a better fit.

Available options may include:

Multiple compatibility types can be selected simultaneously.

When caregivers are selected, the system displays scheduling information to help identify conflicts.

Use this view to review:

You can click the blue plus sign to assign a caregiver immediately, or, you can offer a shift to multiple caregivers.

Options include:

Text messages may incur charges depending on your agency configuration.

To monitor caregiver responses:

Statuses may include:

Caregivers can respond through:

When a caregiver indicates interest:

The visit will then appear as staffed in Schedule Calendar.

The original cancelled visit record remains visible for historical tracking purposes.

Pros:

Pros:

Pros:

Pros:

Cons:

Verify:

Verify:

Verify:

Deleted visits cannot be restored.

A replacement visit must be created manually.

The following reports may assist with visit management:

➡️ Create and Publish Master Schedules

➡️ Schedule Calendar Overview

➡️ Managing Open Shifts

➡️ Understanding Schedule Statuses

➡️ Finding and Assigning Caregivers

➡️ Schedule Conflict Resolution

➡️ Authorization Management

➡️ Caregiver Availability and Skills Configuration

This version is designed as a standalone article that assumes no prior workflow knowledge and expands the transcript with operational best practices, reporting guidance, and realistic scheduling scenarios commonly encountered by agencies.