Caregiver Search Overview
  • 07 Feb 2024
  • 7 Minutes to read
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Caregiver Search Overview

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  • PDF

Article Summary

Caregiver Search is how to fill Available Shifts for one day or a several days, message Caregivers about empty shifts, and more. Caregiver Search considers

Access Caregiver Search from the icon on the Home screen, from "Caregiver Search" at the top of the Home screen, from the "Caregiver Search" button in the Scheduling area of Generations, and when editing any shift.


Watch a training video about Text Messaging Setup and Sending

Watch a training video about Caregiver Search:

Watch Spotlight Session on Caregiver Search.  This deep dive from December 2020 is 38 minutes long and you can download the video slides


  • Client Visit History: Click to read the history of caregivers who have worked with this client.
  • Close: Click here to exit Caregiver Search.
  • Export: Opens search results in Excel.
  • Load Search: Click here to load saved search parameters.
  • Save Search: Click here to save the search parameters. This is helpful if your search is particularly complicated.
  • Search: Click this button to search.
  • Send Text Message: Click here to begin the process of sending a text message to the highlighted caregivers.
  • Print: Click here to print the search results.

Basic Steps

  • Enter Client filters. This can be one day or a date range. Learn more about Client filters below.
  • Enter Caregiver filters. Generally speaking, start with narrow parameters and then widen as needed. Learn more about Caregiver filters below.
  • Click Search.
  • Evaluate the results.
  • (Optional) Message Caregivers about the opening.
  • (Optional) Schedule from the results.

Search Parameters

Client Filters

  • Client: This is the name of your Client. You can even search to fill proposed shifts for a prospective client that is not in Generations; just leave the client as "no client selected," and set other parameters as desired.
  • Client Filters. This is shown by default. Click to show or hide the Client parameters.
  • Service: This is your list of Service Codes (billing rates.)
  • Service Order: (Optional) This is a list of Service Orders associated with the selected Client.
  • Date From/Thru: Indicate the date range by selecting appropriate dates. The example above shows a one day search, but you could also search over a week, month, or even year.
  • Start/End Time: Indicate the start and end time of the shift.
  • Days/Weeks: When you add from/thru dates, these are checked for you automatically. Adjust as needed.
  • Needs Filter: (Optional.) This filter distinguishes between Needs of the client that are required, assigned, or none. "Select all assigned" is checked by default which tells Caregiver Search to select the client's assigned Needs. If you know that your client does not have Needs assigned, click "None." You can also hold the CNTRL key down to select items as desired.
  • Client Needs: This a list of all Needs in your database; the Needs of the Client are automatically highlighted. If your results do not show a Caregiver available, adjust your Caregiver parameters and/or click "Any Attributes" at the top of the list to expand the needs.

Caregiver Filters

  • Caregiver Filter: Click to show or hide the Caregiver options.
  • Classification: Select here to indicate the required skill level of the Caregiver.
  • Class: Use this menu to specify with which office the Caregiver should be associated.
  • Text Message Group: Use this to specify a group, for example, of Caregivers who like overnight shifts.
  • City: Select the required city.
  • County: Select the required county.
  • Zip: Select the zip code.
  • Gender: Select the desired gender of the Caregiver.
  • Available %: Use this to indicate the percentage of accurate match to shift date and time parameters, and it's especially helpful when searching over a larger date range like a month or year. For example, selecting 75% shows Caregivers who match shift date and time required parameters by 75%. This is useful when you need to match a caregiver to a client, but have limited caregivers.
  • Include Applicants: Check here to include Applicants in the search results.
  • Show Scheduled Hours: Check here to include Caregiver scheduled hours in the search results.
  • Show OT alert: Refers to the overtime hours as established in Company Settings > Other Options. If "Enable Overtime Alert" is checked, and the proposed shift would cause the Caregiver to go into overtime, you see a checkmark in the OT Alert box in results. You may need to use the Column Chooser button to change the order of columns to be able to see the OT Alert column.
  • Require X minutes between shifts: Allows additional time between shifts. The example above requires 30 minutes between shifts.
  • Covid-19 Vaccinated: Check here to include only Caregivers who are Covid-19 vaccinated.
  • Caregivers with prior visit only: Add a checkmark here to only include caregivers with previous visits in search results.

  • Column Chooser: This is related to Caregiver Search results; see more below
  • Proximity and Map Results: Indicate how close the Caregiver should be to the Client. For example, a value of 10 would search for Caregivers within a 10 mile radius of the client's location. Map Results is discussed further in Mapping with Caregiver Search.
  • Preferred Caregiver: This is related to search results; see more below. 
  • Caregiver With Prior Visit: This is related to search results; see more below. 

Working With Search Results

Caregiver Search results show those Caregivers who are both available and can meet the criteria specified in the search. 

  • Caregivers with prior visits highlighted in orange.
  • Preferred Caregivers highlighted in yellow.
  • A caregiver with no highlighting has not worked with the client.
  • You can also click "Send Secure Message" button at the top of the Caregiver Search screen to send a message to available caregivers.
  • Click on a column header to sort by that column. For example, if you want to sort by prior visits, click on the word prior visits.
  • Click "Map" to see a map from the caregiver to the client. You can also search by proximity; learn more about mapping with Caregiver Search.
  • Click "Notes" to add Notes to the Caregiver's file.
  • Click "Schedule" to add the shift to that Caregiver. Learn more about scheduling with Caregiver Search.

Search Result Columns

Your view of results will be different depending on which columns you have selected. Use the Column Chooser button to show or hide additional results and/or scroll to the right to see additional columns.

  • Add: Click here to add a note to the Caregiver file; for example, you might add a "shift offered" note.
  • Applicant: A check mark here indicates that the individual is an applicant.
  • Available %: Shows you the percentage that the individual Caregiver matches to the search date and time parameters.
  • City:  Shows the City as assigned on the Caregiver's Personal Data screen.
  • Class: Indicates class (or office location) of the caregiver.
  • County:  Shows the County as assigned on the Caregiver's Personal Data screen.
  • Distance: Shows the distance from Caregiver to Client based on geolocation.
  • Gender: Indicates gender of the Caregiver.
  • Hours: This shows the number of hours the Caregiver is scheduled for during the from/thru time period.
  • Map: Click on the word "Map" to bring up driving directions from the Caregiver's home to the Client's location in Google Maps. Please note that the ability of Google Maps to determine distance and directions is based on the accuracy of addresses entered in Generations.
  • Notes: Allows you to add Notes to the Caregiver's file.
  • OT Alert: Indicates that the proposed shift would put the Caregiver into overtime as defined in Company Settings.
  • Phone 1:  Shows the number in Phone 1 on the Caregivers' Personal Data screen.
  • Phone 2:  Shows the number in Phone 2 on the Caregiver's Personal Data screen.
  • Pref: A "P" in this column indicates that the Caregiver is preferred.
  • Prior Visits:  Reflects the total number of times the Caregiver has worked with the Client.
  • Schedule: Click here to add the schedule with the selected Caregiver.
  • Scroll Bar: Use the scroll bar at the top of the results to move from left to right.
  • Text Msg #: Shows the Caregiver's text message number from their Personal Data Screen.

Send Text Message

Click the Send Secure Message to quickly let Caregivers know about the available shift.

  • Caregivers in search results are automatically highlighted. 
  • This screen may look different depending on the Caregiver Communication methods your agency uses.

  • Hold your CNTRL key down to select additional people.
  • Send to Caregivers and/or Applicants
  • Select Classification, Class, Alert Group
  • You can also send a copy of the message to the email address in the Caregiver's file.
  • You can add this message to the Notes tab of the Caregiver's file. Don't forget to change the Note Type; you may need to add something like "Shift Offered" to your Caregiver Note Types Master List.
  • If not using the Message Center, you can send an App notification. If using the Message Center, "Send App Notification" will not be an option but will instead be able to choose "Sent text notification".
  • Click Send and the message is sent and recorded in the History tab of the Caregiver's file.
  • Message Status will tell you if the message was sent successfully or not.

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