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Shift Booking Access for Coordinators (HHAeXchange)

  • Updated

What this feature is

Shift Booking Access lets your agency give coordinators controlled access to view and staff open shifts in Caribou.

Coordinators can also connect to one or more HHAeXchange coordinator accounts (their own, or other coordinators they’re covering for) so they can receive the right notifications and manage the right shifts.

This makes it easy to:

  • Add or update coordinators who need access to open shifts
  • Let coordinators cover for other coordinators when needed
  • Ensure the right people receive notifications and can respond to shift activity

How it works

Step 1: Turn on Shift Booking access (Full Access Admin)

  1. Go to Admins 
  2. Select the coordinator/admin you want to enable

  3. Under Permissions, toggle Shift Booking ON

  4. (Optional) Set a Shift Reward Budget (monthly recurring)

    • Budgets begin at the start of the next month

  5. Confirm the user has completed HIPAA training and is authorized to access PHI

  6. Click Save

The coordinator can now access the Open Shifts page in Caribou. If they haven’t connected an HHAeXchange account yet, they’ll be prompted to do so at this point.

Step 2: Connect HHAeXchange coordinator account(s) (Coordinator)

When a coordinator visits Open Shifts, they’ll see one of these:

  • Action required: Connect your HHAeXchange account now…

  • "You are connected to [Account Name]" (if already set up)

Coordinators can connect to multiple HHAeXchange coordinator accounts, which is helpful when covering for another coordinator.

What happens next

  • Open shifts connected to that coordinator account will begin appearing in Caribou
  • Coordinators connected to those accounts will begin receiving email notifications when caregivers express interest in the shift.

Step 3: Confirm all coordinator accounts are connected (Full Access Admin)

If your agency has coordinator accounts that aren’t connected yet, Full Access Admins will see a prompt like:

  • Action required: There are 3 unconnected coordinator accounts

Admins can click Connect now to complete the setup.

Managing or removing access

Full Access Admins can remove Shift Booking access or update connections from the Open Shifts page using Manage Connections.

Notifications & communications

Once accounts are connected:

  • Coordinators receive email notifications when caregivers request shifts or respond with interest
  • Multiple coordinators can receive notifications for the same shifts if they’re connected to the same coordinator account.
  • Notification subscriptions update automatically when coordinator patient assignments change in HHAeXchange

Important notes

  • For shifts to appear correctly, coordinators must be properly mapped to the right coordinator account in HHAeXchange.