About Schedule Hero
What is Schedule Hero?
Schedule Hero is an AI-powered scheduling agent built for home care. When a carer is off, or visits are sitting in your Unassigned lane, it suggests which carers should cover them and gives you up to three ready-made cover plans, each showing its strengths and trade-offs. Your team reviews a plan, adjusts it if needed, then accepts and publishes it. Schedule Hero suggests, and your team decides.
Is it just for when someone calls in sick?
No. You can use it for any absence, and for any visits in your Unassigned lane, such as holidays, a new care package or visits left when a carer leaves.
Who can use it?
Schedule Hero is available to Domiciliary offices using Roster. You use it in the PASSroster Schedule view on web. Please note it isn't available in the mobile app or for Care Planning Only offices.
How do I get it?
Your Account Manager can talk you through next steps just contact them at accountmanager@everylifetechnologies.coom
Using Schedule Hero
What does a cover plan show me?
Each plan shows how many visits are covered, the extra travel time, the carers involved, and its strengths and trade-offs, so you can compare them.
Can I change the plans it suggests?
Yes. Every plan is a starting point. Before you accept, you can change individual assignments, take a visit out of the plan, remove a carer, or add a specific carer to prioritise them and run the plan again. If you only accept part of a plan for an absence, the rest can be saved as a draft and picked up later.
Will it change my schedule without me knowing?
No. Nothing changes until you accept a plan, and carers aren't notified until you publish it. If you close a plan without accepting it, your schedule stays exactly as it was.
How Schedule Hero chooses carers
What does it always check before suggesting a carer?
Schedule Hero only suggests a carer who:
Is active, not absent and available at the visit time
Has no clashing visit, including overnight visits that run into the next day
Has enough time to travel between visits
Has every skill the customer needs and speaks a language they need
Meets any gender requirement the customer has
Isn't excluded from the customer, and has no restriction (such as a pet allergy) that conflicts with the home environment
Is field staff, as office-only staff are never scheduled
Works the right care setting, as live-in carers are only offered live-in work
It also never reassigns a visit that's locked to a carer, and never moves a time-critical visit. If no suitable carer is free, the visit is shown as uncovered so you can decide what to do.
How does it decide between suitable carers?
Covering every visit comes first. After that, Schedule Hero favours carers the customer already knows and keeps the number of different carers low. Next it looks at carers from the customer's area, then the customer's preferred carers, then shorter travel. You'll always see a Balanced plan, and you may see alternatives such as Lowest travel.
Why wasn't the customer's preferred carer chosen?
A preferred carer is a gentle nudge, not a guarantee. It counts for less than a familiar carer, keeping the number of carers low, or a carer from the same area. It also never overrides a matching rule, so a preferred carer who is absent, already booked or missing a required skill won't be suggested. To prioritise a specific carer, add them to the plan and run it again.
Why is it suggesting a carer from a different area?
Area affects the ranking but doesn't rule anyone out. A carer from further away can be suggested if no one closer is free. Check that areas are tagged on your carer and customer records. You can also remove any carer from a plan before you accept it.
Can it change visit times?
Yes, slightly. A visit that needs cover can move up to 15 minutes earlier or later to fit a carer in. You can change this default in Roster Settings. Time-critical visits are never moved.
Is there anything it doesn't do?
Schedule Hero uses carers who have free time. It doesn't move visits to another day, call in carers who are off-rota, or offer overtime. Travel times for carers who don't drive are approximate.
Getting the best results
How do I get better matches?
The more complete your records are, the better the suggestions will be. Fill in each carer's Roster matching profile, each customer's care requirements, environment, languages and area, and mark any time-critical visits. Nothing is mandatory, and filling records in only improves the matching.
Who can I talk to?
For pricing or to get started, contact your Account Manager. For help with set-up or a specific plan, contact our Support team.