Admin guide

1. Open selectiveshomecare.com/staff/.
2. Type your work email and tap Send sign-in code.
3. Open the email, then type the 6-digit code into the portal. The code works once and expires after 10 minutes.
4. You stay signed in for 12 hours on that device. Tap the arrow icon at the top right to sign out, especially on a shared computer.

The bar at the bottom moves between your main areas: Summary, Shifts, Time and Employees for everyone, plus Payroll and Audit for admins. The bell at the top shows your notifications, and the sliders icon opens Settings (admins only).

Create a shift

1. Go to Shifts and tap + New shift.
2. Choose the date, start time and end time.
3. Choose the service location (the client). If it is not in the list, add it first under Service Locations.
4. Leave Clock-in radius on the default unless this visit needs more room, for example a large property. The options are 0.25 or 0.50 miles.
5. Add required qualifications if any (for example CPR), and the pay type. For Medicaid EVV shifts, you must still complete LTSSMaryland EVV separately.
6. Internal instructions are for operational notes only, such as “use the side door”. Never enter medical or clinical details.
7. Tap Create shift. It is saved as a draft.

Fill the shift: assign directly or publish as open

Option A: assign a caregiver you have chosen.

1. On the shift card, tap Assign.
2. Pick the caregiver and tap Assign.
3. If the portal shows a warning (missing qualification, no availability marked, possible overtime, or more than their maximum weekly hours), read it. To assign anyway, you must type a reason, which is kept in the audit log.

Option B: let caregivers request it.

1. On a draft shift, tap Publish open. Caregivers who are qualified, available and free at that time are notified.
2. When someone requests it, the shift shows REQUESTED. Tap View requests.
3. Tap Approve next to one caregiver. Everyone else is automatically told “Shift filled.”

Change or cancel a shift

• Edit changes the date, times, location, radius or notes of a shift that has not started.
• Cancel asks for a reason, rejects any pending requests, and cannot be undone. Create a new shift if plans change back.
• Shift cards show the caregiver’s name and the client’s area, so you can check coverage at a glance.

Approve timesheets (admins only)

1. Go to Time. Deal with Correction requests at the top first: these are caregivers reporting a missed punch or a wrong time. Read the reason, then tap Approve or Reject.
2. Tap the Exceptions tab and handle each flagged entry (next section).
3. Tap the Submitted tab. Check the times and total hours, then tap Approve on each entry.
4. An entry without both a clock-in and a clock-out cannot be approved. Correct it first.

Handle an exception

Each entry shows the clock-in and clock-out times with a location badge:

INSIDE verified at the client’s home   OUTSIDE outside the area   LOW ACCURACY the phone’s reading was vague   UNAVAILABLE no location

1. Decide whether the time is right. If you are unsure, call the caregiver or the client.
2. If the time is right, tap Approve.
3. If a time is wrong, tap Correct (next step). If the shift should not be paid, tap Reject and give a reason.

Correct a time entry

1. Tap Correct on the entry.
2. Type the right clock-in and/or clock-out time as 2026-09-28 12:00 (year-month-day, 24-hour time). Leave a box blank to keep the current time.
3. Write why you are changing it. This is required and saved with the old times.
4. Tap Save correction, then approve the entry.

Location verification

Scroll down on the Time screen to Location verification. It lists every clock-in and clock-out attempt with the caregiver’s distance from the client’s home, the allowed radius and the GPS accuracy. The filters are Verified, Blocked, Overridden and GPS issue.

Caregivers’ exact coordinates are never shown on screen, only distances.

Approve or deny a blocked attempt

Use this when a caregiver really was at work but the GPS check failed. Admins can always decide. Schedulers can decide only when an admin turns on Scheduler Can Review Overrides in Settings; otherwise they see the attempt but not the buttons.

A caregiver can tap Request location review and explain why. Their reason appears on the attempt. Nobody can decide on their own attempt, and each decision records who decided, their role, the distance, the GPS accuracy, your reason and the time.

1. Find the attempt and tap Approve override or Deny.
2. Choose a reason: GPS accuracy issue, Client met caregiver outside residence, Large property, Parking restrictions, Emergency situation, Supervisor verified presence, or Other.
3. Add details. They are required when you choose Other.
4. Tap Approve or Deny. The caregiver is notified.

Add a new employee

1. Go to Employees and tap + Add employee.
2. Enter first and last name, email (this is how they sign in), phone, role and hire date.
3. Enter the hourly rate, maximum weekly hours (the portal warns before you go over it) and service areas.
4. Tap Add employee. They receive a welcome email with a sign-in code valid for 15 hours.

Edit, change role, or deactivate

• Edit changes contact details, pay rate, hours limit, service areas and role.
• Deactivate removes portal access immediately, even if they are signed in. It asks for a reason. Their history is kept. Use Activate to restore access.
• The portal will not let you deactivate or demote the last active admin.

Qualifications (CPR, CNA and so on)

1. Tap Qualifications on the employee’s card.
2. To add one, enter the type (for example CPR), the issue date and the expiration date, then tap Add.
3. Check the certificate, then tap Verify (or Reject). Only verified, unexpired qualifications count when matching caregivers to shifts.

The Summary card Quals expiring soon warns you 30 days before anything expires.

Export a pay period

1. First, approve every entry for the period under Time. Summary should show 0 pending timesheets and 0 exceptions for that period.
2. Go to Payroll. Enter the period start and period end dates.
3. Leave Employee on “All employees”, or choose one person.
4. Keep Approved entries only ticked for the real payroll run.
5. Tap Export CSV, then Download CSV. Open it in Excel or Google Sheets, or upload it to your payroll provider.

What is in the file

One row per shift: employee ID and name, shift date, clock-in and clock-out times, regular hours, overtime-warning hours, entry status, who approved it and when.

Service locations (client homes)

Open them from the Manage service locations link at the bottom of the Shifts screen.

1. Tap + Add location. Enter a label, the general area (caregivers see only this before they are assigned), and the full street address (shown only after assignment).
2. Enter the latitude and longitude of the home. In Google Maps, press and hold on the house; the two numbers appear at the top. Accurate numbers matter: every clock-in is measured against them.
3. Set the clock-in radius for this client if needed (0.25 or 0.50 miles). A shift’s own radius takes priority over the location’s.
4. Use Deactivate when you stop serving a client. Past shifts are kept.

Audit history (admins only)

Tap Audit in the bottom bar for the 200 most recent recorded actions: who did what, when, and why, including refused attempts to use something a role cannot access. It is read-only.

Settings (admins only)

Tap the sliders icon at the top of the screen. Change a value, then tap Save settings at the bottom. The ones you are most likely to use:

What caregivers see

Caregivers get a simpler portal: Home (their next shift and the Clock-in button), Schedule, Open shifts they can request, Availability, and Hours. They can report a missed or wrong punch with Report a time problem; it appears in your Correction requests.

They never see other caregivers’ information, pay rates (unless you turn that on), or a client’s exact address before they are assigned.