Caregiver schedule template for home care agencies
A home care schedule is a promise to clients: the same aide at the same time, with cover when someone is off. It also has to keep aides under their hour caps and give them rest between a late visit and an early one. Here is a real week, checked.
What matters for home care agencies
Continuity first
Clients and families notice when the aide changes. Use the station field for the client so each aide's week reads as a list of their regular clients, and the per-person text shows them exactly where to be.
Cap hours before you post
Weekly overtime raises cost fast, and the rules for agency overtime are under review. Set each aide's weekly maximum; Rotasprig warns when a schedule goes over it.
Late visit, early visit
A bedtime visit ending at 10 pm followed by a 6 am morning visit leaves too little rest. Set your minimum rest (for example 10 hours) and the schedule flags any pair under it.
Worked example
Four aides, five clients, minimum rest set to 10 hours, labour cost at each aide's rate with weekly overtime after 40 hours at 1.5×. Week of 5 - 11 Oct 2026.
| Staff | Mon 5 Oct | Tue 6 Oct | Wed 7 Oct | Thu 8 Oct | Fri 9 Oct | Sat 10 Oct | Sun 11 Oct | Hours | Cost |
|---|---|---|---|---|---|---|---|---|---|
| Aide A | 7:00-15:30 Client 1 + 2 | 7:00-15:30 Client 1 + 2 | 7:00-15:30 Client 1 + 2 | 7:00-15:30 Client 1 + 2 | 7:00-15:30 Client 1 + 2 | 40 h | $700.00 | ||
| Aide B | 14:00-22:00 Client 3 evening | 14:00-22:00 Client 3 evening | 14:00-22:00 Client 3 evening | 6:00-12:00 Client 4 morning | 14:00-22:00 Client 3 evening | 8:00-16:30 Client 1 + 2 | 44 h | $770.00 | |
| Aide C | 8:00-14:00 Client 5 | 8:00-14:00 Client 5 | 14:00-22:00 Client 3 evening | 8:00-14:00 Client 5 | 14:00-22:00 Client 3 evening | 33 h | $528.00 | ||
| Aide D | 17:00-22:00 Client 3 evening | 8:00-14:00 Client 5 | 8:00-16:30 Client 1 + 2, 17:00-22:00 Client 3 evening | 24 h | $432.00 | ||||
| Total | 21.5 h | 21.5 h | 15.5 h | 21.5 h | 26.5 h | 21.5 h | 13 h | 141 h | $2,430.00 |
What the checker flags
- Aide B: only 8 h rest between Wed 7 Oct 14:00-22:00 and Thu 8 Oct 6:00-12:00 (your minimum: 10 h)
- Aide B: 44 h scheduled, over the 40 h weekly maximum by 4 h
- Aide C: 33 h scheduled, over the 32 h weekly maximum by 1 h
Coverage by hour
Hours with only one person on: Mon 7:00-8:00, Mon 16:00-22:00, Tue 7:00-8:00, Tue 16:00-22:00, Wed 7:00-14:00, Wed 16:00-22:00, Thu 6:00-7:00, Thu 12:00-14:00 and more. Peak cover: 2 people (Mon 8:00-16:00, Tue 8:00-16:00, Wed 14:00-16:00, Thu 7:00-12:00, Thu 14:00-16:00, Fri 8:00-16:00).
How to set it up in Rotasprig
- Add each aide with their rate, weekly maximum and days they cannot work.
- Create shift templates for your common visit blocks (morning, midday, evening).
- Use the station field for the client name or initials.
- Check the warnings panel, then send each aide their own shifts as text or a PNG.
Limits
- Rotasprig schedules people to times and places; it does not plan driving routes or record visit check-ins (EVV).
- The free version holds up to 8 staff and one saved week; more staff, several locations and past weeks are Pro.
FAQ
Can I see each aide's week on its own?
Yes. Rotasprig writes each person's shifts as plain text you can paste into a message, and Pro adds a PNG per person.
Does it warn about overtime?
It warns when someone is scheduled over their weekly maximum, and the labour report shows overtime hours and cost after the threshold you set.
How do I mark a client?
Use the station field on the shift; it shows on the schedule and in each person's text.