n.b. this dashboard is currently only available to a select group in preview. It will be released globally at a later date.
Client KPI Dashboard
We are pleased to provide the client dashboard, that consists of major key information for all clients. You can directly view major information about all the clients from this tab. This is kept as navigation
Global Controls (top of every tab)
• Office selector — view "All Office(s)" or filter to a single office; changing it recomputes every widget on the tab. For Office staff user, this filter will be displaying only single office to which they belong to.
• Active Clients — count of active clients as per current date.
• Refresh — reloads all widgets to show the changes in data if any available.
• Date Range picker — the global range that drives every widget on the tab. We have not kept any limit here but it is advised to select maximum up to 1 year for smooth experience.
• Note: Invoices tab adds one extra control — a Service/Invoice date-basis toggle (explained in that section).
Scheduling Tab
Schedules (overview tiles)
• Seven tiles summarizing all schedules for active clients in the selected date range.
• Total Schedules — every visit in the selected date range is considered as a count for this tile.
• Approved (No Invoice/No Payroll) — This consists of the visits that are neither invoiced and no payroll is generated for those visits. The status of the visit should be Approved. This is kept clickable and will navigate you to the
• Finalized — This consists of all the visits for which either Invoice (partial or full) or Payroll is generated.
• Missed Clock-In — visits with no clock-in punch in the selected date range.
• Missed Clock-Out — visits with no clock-out in the selected date range.
• Cancelled — visits that are cancelled by client or caregiver in the selected date range are displayed.
• Pending Approval — This display all the assigned visits that are not approved yet. This exclude cancelled and unapproved visits.
• Each tile shows a count plus its share (%) of Total Schedules; most have a drill-down (open-in-new) icon.
Open Shifts
• Open Shifts — all the shifts that are not having any caregiver assigned are considered here as open-shifts. This widget displays count of the open-shifts per week as per the selected date range.
• Fill Rate — This consists of all the shifts out of total to which the caregiver is assigned. Here the unapproved, client/caregiver-cancelled, and no-show shifts are excluded so the rate reflects true staffing performance.
• Open-Shift Bar graph per week: Open Shifts per Week — one bar per week in the range.
• Open shift per office Chart: Fill Rate by Office — one horizontal bar per office.
• Export button available.
• Table columns: Office Name · Client Name · Schedule Date · Schedule Start–End · Service Type · Duration.
• Table controls: Here the client name is kept clickable so that you can click and navigate to the client’s profile. You can also view the records in the pagination and change the rows per page. By default this is kept at 10 records per page which you can change up to 200 rows per page.
Missed & Cancelled Visits
• Four tiles: Missed Clock-In · Missed Clock-Out · Cancelled by Client · Cancelled by Caregiver.
• Each tile is clickable and navigates the user to the time tracking views as per the selected filters.
• Weekly stacked bar chart plotting those same four series, one bar group per week.
• Use it to see whether disruption is trending up/down and which type dominates.
Missed Visits by Office
• Horizontal grouped bar chart, one row per office.
• Same four series: Missed Clock-In · Missed Clock-Out · Cancelled by Client · Cancelled by Caregiver.
• Shows which locations drive the missed/cancelled numbers; offices with none appear empty.
• Tooltip demonstrate the calculations and consideration for user to understand the data clubbed on the bars.
Authorization Tab
Authorization Utilization
• Donut chart with a center total and an Hours/Visits toggle.
• Over Utilized — When an authorization in its period as per the frequency defined is consumed more than what is authorized (utilization is > 100%) it is considered as over utilized.
• Under Utilized — When an authorization is consumed below 90% of the authorized quantity it is classified as underutilized. Each authorization is considered per period range where the period is derived based on the frequency of the authorization.
• On Target — An on target authorization is any authorization whose utilization fall under 90-100%.
• Each band shows a count and a % of total, with a proportion bar.
• Concept: each authorization is split into "period-rows" for each billing period overlapping the date range, so one authorization can contribute multiple rows.
• Each bar is clickable and filter the results in the Authorization detail by frequency grid.
• The period row is defined as per the frequency and the start date of the authorization as how this is displayed on the schedule calendar.
Authorization Detail by Frequency
• Frequency tabs across the top: Weekly · Monthly · Yearly · Daily · Per Auth (each shows its own row count).
• Selecting a tab reloads the table plus its own Total / Over / Under / On-Target summary.
• Export button available.
• Table columns: Client · Office · Service · Payer · Auth Number · Auth Start–End · Active Period Range · Authorized · Utilized · Gap (Authorized − Utilized; negative = over-consumed) · % Used · Status.
• Use this to identify the exact clients/authorizations for under-utilized, over utilized, and on-target auth per period row.
• An authorization can have multiple rows depending on its frequency and how many periods are falling or overlapping the selected date range.
Authorization Expiry
• Summary tiles: Already Expired (end date < today) · Expiring 1–30 Days (renew immediately).
• Filters: Status · Payer · Auth Status, plus Clear and Export.
• Table columns: Client · Office · Service · Payer · Auth Number · Auth Status · Start Date · End Date · Days Remaining (shows "N overdue" once past due) · Status.
• Design note: which rows appear follows the global date range, but expired/expiring is judged against today — so summary tiles (unfiltered) can exceed the filtered table.
Authorization Status
• Current-state snapshot — not affected by the date range.
• Clickable chips filter the table: All Authorizations · Active · On Hold · Pending · Inactive (plus Clear).
• Export button available.
• Table columns: Client · Office · Service · Payer · Auth Number · Auth Start–End · Status.
Clients with No Active Authorization
• Single count of active clients with no active authorization on file.
• Client search box and Export button.
• Table columns: Client · Office.
• Treat as an operational and billing-risk list — review every client on it.
Invoices Tab
Date-basis toggle (Service / Invoice)
• Unique to this tab.
• Service basis — Applicable as per the schedule start date.
• Invoice basis — range applies to the invoice date range for the widget.
• The same period can look very different under each basis.
• Two widgets support only one basis and show an "unavailable / switch basis" message under the other.
• Switching basis may reset the date range — recheck the range after toggling.
Financial KPI tiles
• Six tiles, each with a "?" tooltip explaining its calculation.
• Invoices Raised — number of the invoices raised in the selected date range.
• Invoice Value — total value invoiced in the selected date range.
• Payments Received — settled against invoices that were raised in the given period; reported against invoice date (payments against invoices raised in the period).
• Outstanding Payments — unpaid amount, with an invoice count for the invoices raised in the selected period.
• Uninvoiced Services — visits not yet invoiced. This works with Service Date selection only.
• Overdue — value and count past the office due date.
Invoice Overview — Raised vs Payments Received
• Headline figures: Payments Received · Invoices Raised · Outstanding Balance (Raised − Received).
• Weekly chart plotting Invoices Raised vs Payments Received per week.
• Basis restriction: weekly breakdown shows on Invoice basis only; on Service basis it shows period totals with an "unavailable" message.
Outstanding Payment Aging
• Three clickable buckets aged by invoice due date: 0–7 days · 8–14 days · 15+ days.
• Each bucket shows a dollar amount and invoice count; clicking filters the client table.
• Warning banner appears when balances concentrate in the oldest bucket.
• Scope: past-due amounts only — no "Current"/not-yet-due bucket in this release; can read near-empty where payment data is sparse.
Uninvoiced Services
• Delivered-but-not-invoiced work, split into age buckets: 0–7 Days (within window) · 8–14 Days (raise immediately) · 15+ Days (critical — non-payment risk).
• Each bucket shows visit count and dollar value.
• Stacked bar with two series: Approved (No Invoice) and Other (Completed / Verified / Pending Review).
• Total "value at risk" plus a "View More" drill-down link.
• Excludes cancelled, open-shift, and unapproved visits — everything listed is genuinely billable.
• Basis restriction: available on Service basis only; blocked under Invoice basis (never-invoiced services have no invoice date).
Outstanding Invoice Payments — by Client
• Paginated table, one row per unpaid invoice, with Export.
• Header summary: Total outstanding · Overdue count · "Overdue only" note.
• Table columns: Invoice # · Client Name · Office · Payer · Invoice Value · Received · Outstanding (Value − Received) · Aging · Days Pending · Payment Status.
• Scope: lists overdue invoices only in this release; a "Due Soon" status is planned but not yet included.
Caregiver KPI Dashboard
The Caregiver KPI Dashboard is a new, read-only analytics screen in the Agency Portal that brings your entire workforce picture onto a single page. It answers four questions that previously required pulling several reports: who your strongest caregivers are, who needs a conversation, how well your available capacity is being used, and how reliably shifts are being covered — plus what you owe caregivers and which compliances are about to expire.
Everything on the dashboard is built on your existing scheduling, payroll, and caregiver-profile data. Nothing you do on the dashboard changes an operational record, so you can filter, sort, and explore freely without any risk to live data.
The dashboard is organized into two tabs — Workforce, and Financial. Each tab holds a set of widgets made up of summary tiles, charts and detail tables. Figures recalculate every time you load the page or change a filter.
1. Dashboard-wide controls
These controls sit in the sub-header at the top of the page and apply to every widget on every tab.
1.1 Office filter
A single-select Office dropdown. Selecting an office narrows every tile, chart and table on the dashboard to caregivers belonging to that office. Leave it unset to view the agency as a whole. Multi-office agencies should set this first, before reading any number.
1.2 Active Caregivers badge
A live count of currently active caregivers is displayed in the header for the selected office. This badge deliberately reflects current status only and is not affected by the date range — it always answers "how many active caregivers do I have right now", not "how many were active during the selected period".
1.3 Global date range
There is one date range for the whole dashboard. Choose a ready-made preset or open the custom picker and set your own start and end dates. Every widget recalculates against your selection.
1.4 Help tooltips
Each KPI group carries a "?" icon beside its title. Hover over it to see a plain-English definition of what the widget counts and how each figure is calculated. If a number ever looks surprising, check the tooltip first — most apparent discrepancies come down to a definition difference rather than a data problem.
1.5 Export
An Export button is available on the group headers that support it (only table views are exported). The export reflects exactly what you are looking at — the same office, the same date range and the same filters currently applied on screen. Export will be in provided in a worksheet for you to view the results as appearing on the dashboard.
2. Workforce tab
The Workforce tab is where you assess individual caregiver performance and how well your available capacity is being used.
2.1 Utilization & Capacity
The most detailed widget on the dashboard: six summary tiles, two charts and a supporting table. It compares the hours your caregivers are available for and have requested against the hours they are actually scheduled and working, so you can see at a glance who has spare capacity and who is stretched. Use this widget when planning new client placements — under-utilised caregivers are your first-choice capacity, and consistently over-utilised caregivers are a burnout and turnover risk.
· Requested Hours: Requested hours are calculated based on the value added in the caregiver profile for the weekly requested hours and dividing it by 7. Accordingly providing the total requested hours for each caregiver combined where we multiply the daily requested by total number of the days as per the date range selected. If any caregiver is not having any requested hours added, this caregiver is not considered for the calculation in this widget.
· Scheduled Hours: This includes the total hours of the schedules that are assigned to all of the caregivers in the selected date range.
· Worked Hours: This includes all of the schedules that are having any clock-in/out if not approved. If approved, this will consider the scheduled hours in the calculation.
· Avg Utilization %: the average of each caregiver's own utilization (their scheduled hours ÷ their requested hours over the period). Caregivers with no requested-hours value are excluded from the average — they are not counted as 0%. Can exceed 100% when caregivers are scheduled beyond their requested hours.
· OT Hours: This demonstrate the total OT hours for the caregivers per the selected date range and offices.
· Caregiver in OT: The total number of caregivers having OT in the selected date range. The OT is calculated once the schedule is approved.
· Weekly Hours Requested, Scheduled, Worked: This represents the further breakdown of these hours in weekly bar graphs where each week is calculated based on the start of the date range applied. If the date range is selected such that the days are beyond 7 days multiplier, this would show the remaining days in that bar chart.
· Weekly Overtime Hours: This weekly trend demonstrates the total OT hours for each week as per the selected date range.
· Caregiver level breakdown grid: You can also view the caregiver level breakdown for the stats mentioned above in the grid. This grid list caregiver, office, requested hours, scheduled hours, worked hours and OT hours for each caregiver as per the selected date range. You can also filter the grid by clicking on the caregivers in OT button that filters the available results for the caregivers that worked beyond there OT. You can also export the results from grid. There is a pagination available on the grid which is kept by default to 10. You can change the pagination up to 200 records.
2.2 Attention Required
The counterpart to Top Performers — a list of caregivers whose recent behavior warrants a follow-up conversation. The table shows late clock-ins and no-shows per caregiver, together with a Total Issues figure.
Total Issues = Late Clock-ins + Late Clock-outs + No-Shows.
Here you can view the count of the total schedules that are scheduled in the selected date range, on time percentage where the on time is calculated based on the visits that have clock-in and clock-out done within the defined threshold in the office setting, on time schedules (this gives the count of total schedules that per performed within the office threshold for clock-in/out) with a count of total schedules, Late Clock-Ins (this consists of the number of the visits in which clock-in was done outside the office defined threshold), Late Clock-Outs (this consists of the number of the visits in which clock-out was done outside the office defined threshold), no-shows (this show the total number of the visits having caregiver no show status marked on them), bar chart availability where you can view the graphical bar chart representation of the issue in a weekly manner where you can determine if the trend is showing more cases or less cases where the attention is required.
Caregiver Level Detail –
· This grid demonstrates the caregiver records with issues. You can filter the caregiver with issues by clicking on the button available titled as “Show caregivers with issues”.
· The grid columns consists values for the caregiver, office, total schedules, late clock-ins, late clock-in %, late clock-outs, late clock-out %, no-shows and total issues (here the total issue reflect the combination of all the issues and can be greater than the total schedules.
· There is pagination also available where you can select the number of records to be displayed on a single screen.
2.3 Expiring Compliance
A view of caregiver credentials — licences, certifications and similar documents — that have already expired or are due to expire within the 30 days. It consists of count tiles summarising the exposure, and a table listing the caregiver, the compliance item and its expiry status. Status is assessed against today's date, and this tab uses its own forward-looking date range rather than the global one. This widget consists of it’s own date range where you can view the compliances that are expired or expiring.
You can also search a caregiver in this table by adding there name. The grid view consists of caregiver name, office, expiry date, days remaining (where days remaining display how many days left for the compliance to expire), and status. (Here the status consists of expired, expiring in 30 days, and expiring in 30+ days). You can also export the available results.
2.4 Top Performers
A ranked table of your strongest caregivers, showing each caregiver's rating, the number of reviews behind that rating, and the number of visits completed.
• Rating gate: only caregivers with a rating above 3 appear in this table, so it is a shortlist of genuine performers rather than a full roster.
• Visits: counted across the full selected date range, so this number moves with your date filter. Widen the range and visit counts rise accordingly.
• Pagination: the table is server-paginated rather than capped at a fixed top ten — page through to see every caregiver who qualifies.
3. Financial tab
3.1 Caregiver Projected Payable Hours & Amount
This screen display the projected payable hours & amount for the visit(s) that are falling under the selected date range for the caregiver. All the visit(s) with status time tracking confirmed, needs review, and approved are considered in count over here as we are considering only those visit(s) on which caregiver had already worked.
There are two tiles on the top displaying projected payable hours and projected payable amount for the caregivers in the selected date range. Here the projected payable hours consists of the pay hours per schedule and projected payable amount consists of pay unit multiplied by the pay rate.
You can also view the graphical weekly stats for the Projected Payable hours and Projected payable amount on the same page where weeks are segregated as per the date range selected. Each bar is clickable, and you can view the total amount/hours on the click of the bar.
There is also a caregiver level breakdown where you can view the projected payable hours and projected payable amount per caregiver in the selected period.