Prerequisites
Before using Smart Scheduler:
Your agency must be using the New UI for the Schedule Calendar.
Open visits must exist within the selected date range.
Client Assessments should be fully configured with:
Needs & Requirements
Preferences
Languages
Transfer Assistance
Caregiver profiles should be fully configured with:
Skills
Preferences
Languages
Availability
Accurate caregiver and client data improves optimization results.
How to Access Smart Scheduler
Navigate to Scheduling.
Open the Schedule Calendar.
Locate the blue Smart Scheduler icon near the top-right corner.
Hover over the icon to confirm the label.
Click the icon to open Smart Scheduler.
Configure Filters
Use the left-side filter panel to narrow scheduling results.
Available filters may include:
Office
Territory
Client Type
Client Name
Care Coordinator
Select a Date Range
Click the calendar icon in the upper-right corner.
Choose the desired scheduling period.
You can review current or future weeks.
Run Smart Scheduler
Click Apply Filters.
Review the list of open shifts.
Select Shift Optimization.
You can choose optimization priorities such as:
Cost
Combined score
Matches based on skills, preferences, language, and past experience
Travel time and distance
Select your preferred optimization method.
Click Apply.
The system will process the optimization recommendations.
Review and Publish Results
Once completed:
Review suggested caregiver assignments.
Select visits individually or use Select All.
Publish approved visits.
Alerts and Conflicts
Smart Scheduler may display warnings such as:
No matches found
Overtime conflicts
Scheduling rule conflicts
Always review warnings before publishing schedules.
Best Practice Recommendations
Recommended
Keep caregiver profiles fully updated.
Regularly maintain availability and skill records.
Review optimization suggestions before publishing.
Pros
Reduces manual scheduling effort
Improves assignment consistency
Helps balance travel and compatibility
Considerations
AI recommendations should still be reviewed by schedulers.
Incomplete caregiver profiles may reduce optimization quality.
Travel optimization may not always align with continuity-of-care preferences.
Common Scenarios
Filling large numbers of open shifts
Rebalancing schedules after call-offs
Optimizing caregiver travel routes
Reviewing future scheduling coverage
Troubleshooting
Smart Scheduler Shows No Matches
Possible causes:
No caregivers meet scheduling requirements
Availability conflicts exist
Skills/preferences are incomplete
Recommended actions:
Review caregiver availability
Verify required skills and preferences
Expand filters or date ranges
Understanding Mileage vs. Compatibility Distance
Important: The distance shown for caregiver-to-client compatibility and staffing decisions may differ from the mileage recorded for visits or the driving directions displayed on a route map.
Compatibility Distance is calculated using the geographic coordinates of the caregiver's address and the client's visit address. This measurement uses a straight-line ("as the crow flies") distance between the two locations and is intended to help identify nearby caregivers during scheduling and staffing activities.
Driving Distance and Mileage, on the other hand, are based on actual road networks, available routes, and navigation data. Because roads rarely follow a straight path, the driving distance will often be greater than the compatibility distance.
As a result, it is normal to see differences between:
The distance displayed during caregiver matching or staffing
The distance shown in directions or route mapping
The mileage submitted for travel reimbursement or visit documentation
The time it takes to travel between points
These values serve different purposes and are calculated using different methods. The compatibility distance is designed to support scheduling decisions, while driving distance and mileage reflect the actual travel required to reach the visit location.