How-to

Assign the caregiver, clock in and out on My shift, then an administrator approves so payroll and billing stay honest.

1. Office staff add the client, authorization, and assigned caregiver. Put the visit on Schedule when you know the day, or the caregiver can start a same-day visit from My shift.
2. The caregiver opens My shift, finds the client, and taps Start visit. GPS is stored at clock-in.
3. At the end of the shift they add a visit note if needed, then tap End visit. Hours and units lock from the clock times. A note is not required.
4. An administrator opens Today's work, checks arrival and the visit note, then approves. If the note is blank, the home pin is not saved, clock-in has no GPS, clock-in was off site, the visit would be $0, or authorization is over, the app asks them to confirm first. Caregivers cannot approve their own visits. Approval creates payroll and billing lines.
5. Remaining authorization units this week come from those completed visits. On Payroll and Billing, Mark paid and Mark submitted only change a status. They do not send money or a claim.

Home, Care, How it works, About, questions, and Contact are the public site. Families use anscare.care. Aides use caregiver.anscare.care. Office staff use office.anscare.care or Staff sign-in. anscare.vercel.app is a backup copy of the same site.

1. Open Home first. Care, How it works, About, questions, and Contact are the family site. Staff is a small link, then Office login or Caregiver login. Clients do not get a password.
2. The old Wix site had Welcome, Bringing care to you, Home health experts, and Who we are. This site covers those ideas in original words, plus real phone and addresses. It does not copy Wix text, the leftover ??? block, or the Wix Facebook link.
3. The family website is https://www.anscare.care. Aides sign in at https://caregiver.anscare.care. Office staff sign in at https://office.anscare.care or Staff sign-in on the family site. Clients still do not get a password.
4. Do not wait on anscareservicesllcohio.com if the old developer still owns it. Recover it later if Charles wants that name. anscare.vercel.app remains a backup address.
5. The live database is the same Supabase project the office already uses. A new domain does not create a new database. After a big update, run any new STEP1 files in Supabase → SQL Editor if a screen says a table is missing.

A prompt opens after you sign in and walks leftover work one step at a time. Close it whenever you want. Open it again from the bar.

1. After you sign in, Today's check opens as a prompt. Read the current leftover, tap I'll do this, or tap Close. Closing does not finish the work.
2. Office: if a visit is 10 minutes past start and not clocked in, the prompt says who to call and shows Call when a phone is on file. Do not invent a number.
3. Office: if someone is still clocked in 10 minutes past the scheduled end, that is a leftover to call. You can also End visit on Today's work. Same-day visits with no end time stay off that leftover.
4. Office: Today's check also lists authorizations that already expired or end within 30 days. Blank and TBD dates stay on Missing fields.
5. Office: approve finished visits on Today's work, notice who is clocked in, follow not-started visits, fill home pins and caregiver emails on Missing fields, and send new staff to Staff exams.
6. Caregiver: if you are New staff, pass Staff exams first. Then open My shift at the house, Start visit, and End visit when you leave. Active workers are not blocked by exams. If you are still clocked in, End visit first — Start visit will not open a second visit.
7. On the last prompt, tap I looked if you have reviewed today's work. That check-in stays on this device for today only. It does not invent rates or change a visit.
8. Someone on a visit is informational. It is not a leftover task unless they are still clocked in past the scheduled end, or they clock out and the visit is waiting for the office.
9. Point at a button or tab. A short note floats under it so you do not have to remember what it does.

If start time has passed by 10 minutes (Columbus) and nobody clocked in, Today's check names the caregiver and offers Call when a phone is on file.

1. Today's check opens after you sign in. A red leftover means a visit is late. Tap Call if a number is saved.
2. On Today's work, a Late badge sits on the caregiver. Use the Call link on that row.
3. If it says no phone on file, add the real number on Missing fields. Do not invent one.
4. A visit later today that has not started yet is not a call. Wait until 10 minutes after the scheduled start.
5. Caregivers see their own late line on My shift: go to the house and Start visit. They cannot approve themselves.

If a visit is still in progress 10 minutes after the scheduled end (Columbus), Today's check asks the office to call. Office can End visit on Today's work. Caregivers see End visit now on My shift.

1. Office: a red leftover means they started the visit and did not clock out by the scheduled end plus 10 minutes.
2. Tap Call if a number is saved. On Today's work, the row shows Still clocked in and End visit.
3. Prefer they End visit on My shift at the house. If they forgot, office can Clock out now (hours run until this moment; office GPS is often Off site) or Clock out at scheduled end (hours lock to the time already on the schedule; clock-out GPS is not taken at the house). Do not invent a different time.
4. Same-day visits with no scheduled end are not nagged. Do not invent an end time. Clock out now is the only office option then.
5. The visit log also shows Missing Clock Out or Past scheduled end until they clock out.
6. Start visit will not open a second visit. End the open one first. Hours would overlap if two visits ran at once.

Today's check lists dated authorizations that already expired or end within 30 days. Blank and TBD dates are not treated as expired.

1. After you sign in, a red leftover means an authorization date is already past. A yellow leftover means it ends within 30 days (Columbus calendar).
2. Tap I'll do this. One client opens their record. Several clients open the Authorization page.
3. Save the real renewal date from the payer. Do not invent a date.
4. If the worksheet said TBD or left the date blank, that stays on Missing fields until you have the real date.
5. The notification bell still warns at 60 days. Today's check only nags inside 30 days so the prompt stays short.
6. On Approve, if the date is already past, or this visit would put the client over this week's authorized hours or units, the app stops you the same way as $0. Blank hours, blank units, and TBD dates are not treated as over or expired.

Point at a button, tab, or field. A short note floats under it and tells you what it does, so you do not have to remember.

1. Move the mouse onto a tab, button, or box. Wait a moment. The note appears under that thing.
2. Nav tabs say what the page is for. Start visit, Approve, and Sign out say the next right step.
3. Today's check leftovers also have a hover note with the same detail as the expanded list.
4. On a phone, hover is not available. Tap the little ? next to a heading, or open How-to.

The app only accepts users that already exist in Supabase Authentication.

1. Caregivers open caregiver.anscare.care or Caregiver sign-in. Do not use Office login or an administrator email. Clients do not have a login.
2. Use the same email and password stored in Supabase: Authentication → Users.
3. If this person has never been added there, an administrator adds them (Email log, or Add user in Supabase), then try again. Caregivers should not create an office account.
4. After the Auth user exists, an administrator opens Settings → People. Office logins run the office. Caregiver logins use My shift and must be linked to a roster row. Changing a role asks you to confirm.
5. Caregiver passwords: the office sets a new one on Email log and tells them. Office administrator passwords: reset in Supabase Authentication. This app does not email a new password.

Caregivers ask the office. The office sets a new password on Email log and tells them. The app does not email a new password.

1. Caregiver: do not use Office login. Call or text the office. They set a new password and tell you. Then sign in on Caregiver sign-in or caregiver.anscare.care.
2. Office: open Email log. Under Set a new caregiver password, pick the person, type a temporary password of 8 or more characters, and tap Set new password.
3. Give them that password in person or by a separate message. It is not stored on Email log and is not emailed by this app.
4. Office administrator passwords are not reset here. Open supabase.com → Authentication → Users and reset that login there.
5. If they still cannot sign in, confirm the email on Email log, and make sure they are using Caregiver sign-in, not Office login.

Caregivers use Caregiver sign-in only. Do not use the administrator login.

1. Open Caregiver sign-in, or go to caregiver.anscare.care.
2. Use the email and password the office created for you.
3. Do not use Office login, Create an office account, or the office administrator email.
4. If it still fails, ask the office. They create caregiver logins on Email log. You cannot make an office login for yourself.

Supabase can block sign-in until the Auth user is confirmed.

1. In supabase.com open the project → Authentication → Users, then click the user’s email (not a three-dot menu).
2. On that user page click Confirm user. If you do not see it, open SQL Editor and run: update auth.users set email_confirmed_at = now() where email = 'their@email.com' and email_confirmed_at is null;
3. For the next login, use Add user → Create new user and leave Auto Confirm User checked. You can also turn off Confirm email under Authentication → Sign In / Providers → Email.
4. Sign in again at the Office or Caregiver door (http://localhost:3000/login or your https address).

The browser could not talk to this app or to the Supabase project.

1. Open the app in Chrome or Edge at http://localhost:3000. In-app previews and some embedded browsers block login.
2. On supabase.com, open this project. If it is paused, click Restore and wait until it is active.
3. Confirm .env.local has NEXT_PUBLIC_SUPABASE_URL and NEXT_PUBLIC_SUPABASE_ANON_KEY for that same project, then restart npm run dev.
4. If the project URL looks right but login still fails, check that the device has internet and is not blocking supabase.com.

The session cookie expired, or “Keep me signed in” was turned off.

1. On the sign-in screen, leave “Keep me signed in” checked unless this is a shared computer.
2. If you unchecked it, the session ends when the browser is idle. Sign in again.
3. Use http://localhost:3000 or https. Mixed or blocked cookies can drop the session.
4. Sign out, sign back in once, then stay on the same browser profile. Do not switch users in the same window without signing out.

Caregiver logins only see their assigned clients, schedule, and My shift. That is expected.

1. Payroll, Billing, Reports, Caregivers, and Settings are Office pages.
2. A caregiver uses Caregiver sign-in, then clocks in and out on My shift. They cannot approve their own visits.
3. An administrator opens Settings → People. Office sees the office tools. Caregiver sees My shift only. Changing a role asks you to confirm first. Do not change your own login to Caregiver.
4. A Caregiver login must be linked to a roster row. Create that login on Email log when you can. Settings → People is for status and repair. Until they are linked, My shift cannot tell which clients belong to them.
5. After a role change, they must sign out and sign in again so the saved profile on this device updates.

Scheduled visits appear for today. Assigned clients also appear under same-day visit if they are not already on the schedule.

1. Open Schedule and confirm there is a visit for this caregiver, this client, and today's date, or use My shift → same-day visit if the caregiver is already assigned.
2. The visit status must not be cancelled. Office staff cancel a visit on Schedule if it is not happening. Delete only if nobody has clocked in.
3. Caregivers only see their own assignments. If the wrong caregiver is on the visit, an admin should fix it on Schedule.
4. Then open My shift and use Start visit. Allow Location when the browser asks.
5. If Start visit is blocked, the person is still New staff. They must pass Staff exams first, or an administrator marks them a worker.
6. If they are already clocked in, End visit first. The app will not start a second visit on top of an open one.

Cancel if the visit is not happening. Delete only if nobody clocked in. Repeating weeks and overlapping times ask you to confirm first.

1. Open Schedule and click the visit.
2. If it is not happening, set Status to Cancelled and save. Today's work hides cancelled visits. A prompt asks you to confirm if they already clocked in. The clock-in stays on EVV.
3. Delete only if nobody has clocked in. A prompt asks you to confirm. If a clock-in exists, Delete becomes Set to cancelled so the clock-in is not left without a schedule row.
4. In progress and completed come from Start visit and End visit. Do not set those on Schedule.
5. If this caregiver already has another visit at the same time, saving asks you to confirm. Start visit will not open a second visit while they are still clocked in.
6. Repeat weekly creates one visit each week on that weekday, up to 12. You confirm before more than one week is created.

The app has three built-in tests. New aides cannot clock in until they pass, unless the office marks them a worker.

1. Office: add the person on Caregiver Roster as New staff (not Active).
2. Create their Caregiver login in Email log and give them the password.
3. They sign in at caregiver.anscare.care (or Caregiver login) and open Staff exams.
4. They pass all three: How a visit works, GPS and the home, and Being a worker. Pass is 5 of 6 on each.
5. When the last exam passes they become a worker and can Start visit on My shift. The office can also tap Make worker to skip. That asks you to confirm, especially if exams are not finished. Use it only when you trust the hire.
6. Send back to exams puts them on New staff again. Clock-in stays off until they pass, or you make them a worker. That also asks you to confirm.

Clock-in GPS is saved either way, but arrival cannot be confirmed until the client's home is pinned.

1. The billing worksheet did not include street addresses. Someone in the office must set each home.
2. Open Clients, open the client, and use the home location form. Paste the address and look it up, or drop a pin / use “I'm at this house.” On Missing fields, Save pins from addresses looks up streets already on file. It does not invent an address.
3. Save. EVV then compares clock-in GPS to that pin. A street lookup on Today's work is not a saved pin.
4. On site is about 800 feet or closer. Nearby is within half a mile. Off site is farther than that.
5. Approve stops you if the pin is not saved, clock-in has no GPS, or clock-in was off site. Confirm they were at the house, or cancel.

This is the agency arrival check from clock-in GPS versus the client home pin. It is not a Sandata or Ohio aggregator send.

1. Start visit and End visit open a map. Allow Location so your pin appears next to the client home, then clock in or out from that screen.
2. On site: within about 0.15 miles (about 800 feet) of the pin.
3. Nearby: within 0.5 miles.
4. Off site: farther than half a mile. The visit can still be completed. The office must confirm Off site clock-in, a missing home pin, or missing GPS before Approve, same as a $0 visit.
5. Allow Location, and use a phone or laptop with GPS. A desktop in the office will often show Off site if you clock in from there.

Location only works on a secure origin, and the site must be allowed in browser settings.

1. Open the app at http://localhost:3000 or an https address. GPS is blocked on plain http to another computer's IP.
2. When the browser asks for Location, choose Allow. If you clicked Block, open the padlock or site settings and set Location to Allow, then reload.
3. Try Start visit again from the caregiver's phone at the house when possible.

Approval writes payroll and billing in the background. Open those pages after you approve.

1. Only administrators can approve. End the visit first so it is completed.
2. Click Approve on Today's work or EVV. If the visit note is blank, pay or billing would be $0, clock-in was off site, the home pin is not saved, clock-in has no GPS, the authorization is expired, or this week would go over authorized hours or units, a prompt shows that. Cancel, or confirm if that is office policy. A blank note is not required. A street lookup is not a saved home pin.
3. Open Payroll and Billing. New pending lines should appear for that caregiver and client.
4. If amounts are $0, pay or billing rates are missing in Settings. After you save a rate, old approved $0 lines update unless payroll is marked paid or billing is submitted. Mark not paid or Mark not submitted if that was a mistake.

Hours can calculate from EVV even when the dollar rate was never entered. The worksheet did not include most rates.

1. On Approve, a $0 badge or prompt means a rate is missing. Cancel unless you mean to approve at $0.
2. Open Settings → Rates. Add a caregiver pay rate for the same service as the visit (T1019 or HPC). One rate per person and service: saving again replaces the existing one. New staff are in the list. You can also set a default pay rate as a fallback.
3. Add a billing rate for that payer and service code. One rate per payer, service, and county: saving again replaces the existing one. T1019 MCO unit rates were not in the worksheet, so they stay blank until you enter them.
4. After you save a rate, the app updates old approved $0 payroll and billing lines from the rates that now exist. Paid payroll and submitted billing stay as they are unless you tap Mark not paid or Mark not submitted.
5. Transportation and other worksheet extras follow what was loaded. Do not invent rates; confirm with the office if a number is missing.

These buttons do not send money, a paycheck, a claim file, or a Sandata send. Undo them if you clicked by mistake.

1. On Payroll, Approve payroll then Mark paid. A prompt reminds you this is an in-app status only.
2. Mark paid does not send money to a bank or print a paycheck. There is no bank pay in the app yet.
3. On Billing, Mark submitted then Mark paid. Mark submitted does not send a file to a payer or Sandata.
4. Billing Mark paid does not mean a payer deposited money. Record the real deposit in your usual bank process.
5. If you marked the wrong row, use Mark not paid or Mark not submitted. Then Update old $0 lines can run again if a rate exists.

Downloads and the Medicaid Report stay on this computer. They are not a Sandata or Ohio EVV vendor send, and they do not submit a claim.

1. Open Medicaid Report from More. That page is office paper pulled from this week's visits.
2. The CSV buttons under it save a spreadsheet: payroll, billing, visits, and authorizations.
3. Visit CSV includes GPS arrival and miles. That is the agency check, not a vendor file.
4. Email or upload those files yourself if a payer asks. The app does not send them.

Load the 7/3/26 payroll/billing worksheet from Settings, then set home pins.

1. Sign in as an administrator and open Settings.
2. Open Settings → Worksheet data. Tap Fill database from worksheet. A prompt reminds you this is not a daily setting.
3. Blank phones, emails, and unstated visit times stay empty on purpose. Fill them on the client or caregiver profile when you have them.
4. Open each client and save a home pin so EVV can confirm arrival.
5. Open Missing fields to print a fill-in list of remaining blanks. Do not invent rates.

The login must be a Caregiver role linked to a roster row, and that caregiver must have active assignments.

1. Create the login on Email log when you can. That confirms the email and links the roster row in one step.
2. To repair a missing link, open Settings → People. Only unlinked Caregiver logins appear. Pick the email and the roster row, then confirm. Office logins are not listed, so linking cannot take away Settings.
3. The role must be Caregiver. Changing Office to Caregiver asks you to confirm first. They lose Today's work, Payroll, Billing, and Settings.
4. On the client profile, assign this caregiver with status active.
5. Have them sign out and sign in again. They should then see only their assigned clients, schedule, and visits.

Create the login on Email log so they are confirmed and linked in one step.

1. Open Email log. Pick a caregiver who has no login yet.
2. Enter their own email and a temporary password. Click Create login. The app confirms the email so they are not stuck on Waiting for verification.
3. Give them that password. They sign in with Caregiver login, then use My shift.
4. If they forgot the password, use Set a new caregiver password on the same page. Tell them the new one. Do not email it from this app.
5. If someone already exists in Supabase and still says Waiting for verification, click Confirm now on that row.
6. Open Settings → People to see who is Office or Caregiver and who is linked. Repair a wrong link there. Run database/STEP1j-email-logs.sql once so created logins and office email notes are saved in Activity.

A name is not enough. Authorization, caregiver assignment, and a home pin are what the rest of the app uses.

1. Open Clients and add the person. Include the payer, service code, authorized hours or units, and expiration when you have them.
2. Assign the caregiver on that form or on the client profile.
3. Open the client and save the home pin from the address or from the house.
4. Put visits on Schedule, or have the caregiver start a same-day visit from My shift if they are already assigned.

Used hours come from approved or completed EVV. Remaining is authorized minus used.

1. Open Reports. Filter by client, caregiver, payer, or date if the list is long.
2. Used hours/units count visits that were completed or approved. Scheduled visits that were never started do not count.
3. If authorization hours were blank on the worksheet, remaining cannot be computed until you enter the authorization on the client.
4. Use the CSV export on Reports when you need a spreadsheet for the office.

Lists are saved on this device. The first open still talks to the database; the next opens should be immediate.

1. Sign out and sign in once after a big update so this browser stores your profile. Then click around again.
2. The first visit to Clients, EVV, Payroll, and the other lists still loads from the database and saves a copy here.
3. After that, the page should show the saved copy right away, with “Updating from the database…” only if it is refreshing.
4. Hover a sidebar item to warm that page. Restart npm run dev if a developer just changed the app config.
5. Client and caregiver profile pages (the ones with an id in the URL) still load live from the database.

Visits, clients, payroll, billing, weekly hours, and Save notes live in the office database. Sign in on any computer — 2 or 1000 — and you get the same copy. Theme colors stay on that screen.

1. Use the same office login on every computer. Caregiver logins only see My shift for that aide.
2. The top bar should say Live on every office computer. If it says run database/STEP1i-office-records.sql, run that file in Supabase, then STEP1n-live-office.sql.
3. Clock-in, clock-out, schedule, clients, payroll, and billing claims save in the database as soon as they succeed. Open lists say Updating from the database while they catch up.
4. Weekly hours, eval dates, reconciliation amounts, and Medicaid Report typed fields also save to that database. Wait a second after typing, or press Ctrl+S, before you walk away.
5. If two people type the same weekly hours at the same moment, the last save wins. Do not invent a merge.
6. Theme colors and dismissing Today's check stay on that screen. The late visit itself still shows on every computer until someone actually handles it.
7. Download backup is a JSON file for this computer. It is not required for the other computers.
8. Without internet, you can read the last copy this computer stored. New clock-ins and saves wait until the connection returns.

You can read the last saved lists. Starting a visit, adding a client, or approving still needs a connection.

1. If the connection drops, keep using Dashboard, Clients, Schedule, EVV lists, Payroll, Billing, and Reports. You will see the last saved copy.
2. Clock-in, clock-out, new clients, schedule edits, and approvals need the internet. Try again when the status says Up to date or when the connection returns.
3. Signing out clears the saved copy on this device so the next person does not see your lists.

Run the SQL files in the database folder in Supabase, in order, before using the app.

1. In supabase.com open SQL Editor. Follow database/README.md: run STEP1-create-tables.sql, then STEP1b through STEP1n as listed.
2. Create the Auth user under Authentication → Users. STEP1b copies that login into public.users as admin. Change the role in Settings if they are a caregiver.
3. If a page mentions latitude or a missing column, run STEP1f-client-site.sql. If client profiles are missing DODD group/staff, transport days, or ATO rates, run STEP1g-worksheet-fields.sql.
4. Run STEP1i-office-records.sql so timesheets, assessments, and weekly notes save on every office computer. Run STEP1n-live-office.sql so open computers refresh when someone else saves.
5. Do not skip STEP1b. Without RLS, logins may fail or show empty lists.

The grid is one Sunday–Saturday week. Change the week arrows or add visits for those dates.

1. Use the previous/next week controls. Visits live on a calendar date, not “this screen forever.”
2. Add a visit with the client, caregiver, service code, date, and start/end times from the worksheet or the care plan.
3. You can repeat a visit across weeks when you create it. That does not copy GPS or EVV history.
4. Cancelled visits stay on the week but cannot be started on EVV.

The three paper forms live in the suite: the visit report on Supervisory Visits, the weekly timesheet under More, and the assessment on each client record.

1. On Supervisory Visits, click Report on a client row. That opens the caregiver scorecard (punctuality through safety) and the four signature lines from the paper visit report.
2. Open Timesheet from More. Pick a client and the week. Time in/out fill from EVV when a clock exists. Hours can also come from weekly billing. Blank clocks stay blank.
3. Open a client, then Client assessment. Name, phone, address, and medical conditions start from the client record. The rest of the 18-page form saves to the office database so every computer can open it. If Save notes says to run STEP1i, run that SQL first.
4. Print uses the official logo. The assessment letterhead keeps the High Street address printed on that form. The timesheet keeps the Channingway address printed on that form.

The 7/3/26 worksheet left phones, emails, addresses, and most rates blank. Send the Client fill PDF to the household. Do not invent rates.

1. Sign in as office staff and open Missing fields from More (or search Missing fields).
2. Tap Client fill PDF for households, or Staff fill PDF for caregiver phone and email. Save as PDF downloads the file — it does not open the printer. Send email opens a draft to Charles Ansah; you press Send. Pay rates are not on those forms.
3. When they return it, open Missing fields, type the real values, and tap Save. Do not invent a number they left blank.
4. If streets are already on file, tap Save pins from addresses. That looks up those houses and saves the pins. Blank streets stay blank.
5. Home pins and assigned caregivers stay office work. After a caregiver email is saved, create their login on Email log.