Staff Profiles are used to store, track, and manage staff information, including basic details, pay rates, access, documents, and more. You can also configure the features and permissions available to each staff member, such as open shifts, requests, and impromptu shifts.
Accessing the Caregiver Profile
Click Staff in the left menu
Search for the staff member and click on their name
The caregiver profile includes these sections: Basic Info, Custom Fields, Pay Rate, Reports, Documents, Client Access, Admin Notes, and Settings.
Basic Info
This section contains the general information of the staff member. If any info needs to be updated or changed, click Edit, make the changes, and click Save. This screen is where a staff member’s Role can be changed.
Important: If the staff member is a DSP, leave the Role blank. If no role is selected, it will automatically default to DSP.
Custom Fields
Store additional information not included in the profile, such as a preferred name, preferred schedule, or provider ID. Custom fields must be added in Feature Settings before they will appear in the caregiver profile.
To add custom fields:
Click the Agency Settings icon in the the upper-right corner
Click the Custom Fields card
Click Manage in the Caregiver Profile card
Click + Add Field
Pay Rate
Set the pay rate for each service code the caregiver provides. To add a pay rate:
Click Add Pay Rate +
Fill in the required fields:
Select the Service Code
Enter the Rate (e.g., $15.00)
Choose if it’s per hour or per day
Click Save
Repeat this step for all billing codes the caregiver provides.
Reports
View any forms submitted by the caregiver in the shift notes. If you click on Details, you can view the form responses and add Comments.
Documents
Upload and store key caregiver files, such as CPR certification, driver’s license, background checks, or onboarding and compliance documentation. Click Upload Document to add each document.
These documents stay securely attached to the staff member’s profile.
Client Access
Assign clients to caregivers to allow them to access those clients in applicable features, such as impromptu shifts.
The page displays a list of all clients in your system, with each showing either No Access or Granted. To remove access, click Revoke next to the client.
To add access:
Click Add Access +
Check the box next to each client you want the caregiver to access, or select the Grant access to all clients toggle
Click Save
Access applies to the following features:
Impromptu Shifts: Caregivers can start impromptu shifts with assigned clients
Advanced Charting Access: Caregivers can find assigned clients under Settings > My Clients in the app and submit charting for them
Note: If Grant access to all clients is selected, the caregiver will automatically be given access to any future clients added to the system.
Admin Notes
Add notes specific to the caregiver only visible to those with full and admin access. Use this section for private internal notes, such as performance comments or availability restrictions. Click Add Note+ to add any note.
Settings
Configure which features and functions caregivers can access in their Giv apps. These settings are managed individually for each DSP. After making changes, click Save Settings.
Transportation
Enable Caregiver Transportation Reimbursement: Allows the DSP to track mileage and receive transportation reimbursement
If enabled, enter the Rate per Mile.
Clients
Add clients to shifts: Allows the DSP to add clients to upcoming or ongoing shifts
Open Shifts
Claim Open shifts: Allows the DSP to claim open shifts they qualify for.
If this setting is not available, enable it in Feature Settings:
Click the Agency Settings icon in the the upper-right corner
Select the Shift settings card
Toggle on Enable Open Shifts
For information on creating an open shift, see Creating Single, Recurring, and Open Shifts.
Staff Only Shifts
Enable Staff Only Shifts: Allows the DSP to start a shift in their app without a client
Commonly used for administrative tasks such as training, paperwork, or meetings.
If this setting is not available, enable it in Feature Settings:
Click the Agency Settings icon in the the upper-right corner
Select the Shift settings card
Toggle on Enable Staff-only Shifts
For instructions on how DSPs use this feature, see Starting Impromptu and Staff-Only Shifts.
Impromptu Shifts
Impromptu Shifts: Allows the DSP to start an unscheduled shift from their app, also known as an impromptu or flex shift
Commonly used by backup caregivers covering another staff member's shift
Use the Client Access page to assign which clients the caregiver can start impromptu shifts with
Impromptu Shift Approval: Requires admin approval before an impromptu shift can be closed.
If this setting is not available, enable it in Feature Settings:
Click the Agency Settings icon in the the upper-right corner
Select the Shift settings card
Toggle on Enable Impromptu Shifts Features
For instructions on how DSPs use this feature, see Starting Impromptu and Staff-Only Shifts.
Advanced Charting
Advanced Charting Access: Allows the DSP to complete charting for clients they have access to, even if they have not provided services to that client during the shift.
By default, DSPs can only complete charting for clients they are actively in service with or have run services for during the shift.
Commonly used for group home managers, nurses, or other staff who need to chart activity without being the staff member directly assigned to the service
Note: If Advanced Charting Access is turned off, DSPs will see a yellow banner when they try to add documentation for a client they are not currently providing services to or have not provided services to during that shift.
Requests
Shift Requests: Allows the DSP to submit requests for time changes or past shift edits
If this setting is not available, enable it in Feature Settings:
Click the Agency Settings icon in the the upper-right corner
Select the Shift settings card
Toggle on Shift Requests
For instructions on how DSPs use this feature, see Submitting Time Change/Shift Edit Requests.