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Setting Up Branches in Caribou

  • Updated

What Are Branches?

Branch Groups allow you to organize caregivers by location, office, region, or other criteria, making it easier to manage large teams and filter information in your admin dashboard.

Branches help you:

  • Organize caregivers into regional or operational groups
  • Filter employees, jobs, and candidates in your dashboard
  • Prioritize local jobs for caregivers in the rewards app
  • Export payroll and reports by specific locations
  • Streamline candidate management by region

How Branches Work

Automatic Tagging

Caregivers are automatically tagged based on data from your scheduling system. Tags are applied during the caregiver sync process—no manual management required.

Example tags: Brooklyn, New Jersey, Queens, Ontario, etc.

Branch Assignment

Once tags are created, branches automatically assign caregivers based on tag conditions you define. For example, a "New York" branch can include all caregivers tagged with "Brooklyn" or "Queens."

Setting Up Branches

First ensure that your integration is configured. If you need assistance, contact our CSM.

Step 1: Create a Branch

  1. Navigate to the Admin dashboard
  2. Go to Agency configuration → Branches
  3. Click "Create Branch"
  4. Name your branch (e.g., "Ontario," "New York," "Northern Region")

Step 2: Set Tag Criteria

  1. Select the tags that should automatically assign caregivers to this branch
  2. Multiple tags can be selected for one branch
  3. Caregivers matching any of the selected tags will be assigned to the branch

What can I do with those branches?

Step 3: Assign Jobs to Branches

  1. Go to the Jobs page in your admin dashboard
  2. When creating or editing a job, select the appropriate branch
  3. Jobs will now be prioritized for caregivers in that branch

Step 4: Assign Admins to Branches

  1. Go to the Admins page in your admin dashboard
  2. Edit an admin account
  3. Select which branches they should have access to
  4. Admins can be assigned to one or multiple branches

Restricting Admin Permissions

  • Admin permissions can be restricted so that they can only view employees that are part of their branch. When enabled, admins will lose the ability modify the branch filters and will not see employees, jobs, or candidates at branches that they don’t have permissions for
  • If you would like these restrictions enabled, talk to your CSM

Note: When branch restrictions are enabled:

  • Branch filters will be hidden if an admin is assigned to only one branch
  • Certain pages (Insights, Draws, Moments) remain org-wide and are not branch-filtered
  • Admins cannot modify branch filters or view data from branches they're not assigned to

Supported Scheduling Platforms and Tags

HHAeXchange

The HHAeXchange integration creates the following types:

  1. Branch (hhax_branch) - Based on the caregiver's branch
  2. Office (hhax_office) - Based on the caregiver's office
  3. Team (hhax_team) - Based on the caregiver's team assignment
  4. Location (hhax_location) - Based on the caregiver's location
  5. Discipline (hhax_discipline) - Based on the caregiver's discipline(s)

AxisCare

The AxisCare integration creates the following types:

  1. Region (axiscare_region) - Based on the caregiver's region
  2. Class (axiscare_class) - Based on the caregiver's class(es)
  3. Administrator (axiscare_administrator) - Based on the caregiver's administrator(s)

AlayaCare

The AlayaCare integration creates the following types:

  1. Branch (alayacare_branch) - Based on the caregiver's branch
  2. Department (alayacare_department) - Based on the caregiver's department(s)
  3. Designation (alayacare_designation) - Based on the caregiver's designation
  4. Role (alayacare_role) - Based on the caregiver's role(s)
  5. Group (alayacare_group) - Based on the caregiver's group(s)

WellSky

Contact your CSM for integration details

FAQs

When should I use multiple Caribou organizations instead of branches?

Use multiple organizations if:

  • You need different reward configurations for the same reward type (e.g., different EVV structures by region)
  • Different regions use different redemption methods (e.g., gift cards vs. payroll)

When should I use branches?

Use branches if:

  • You have a large volume of jobs and want caregivers to see local jobs first
  • Multiple HR or talent acquisition teams need to divide candidates by region
  • Admins need to filter caregivers by location for dashboards, recognition, exports, or payroll
  • You want to restrict what admins can view to only their branch

Will caregivers notice any changes?

No. Caregivers will not experience any changes to their service. Branches are purely an organizational tool for admin management.

Do I need to manually assign caregivers to branches?

No. Branches automatically assign caregivers based on the tags synced from your scheduling system. Once you set up your tag criteria, assignment happens automatically.

Can an admin be assigned to multiple branches?

Yes. Admins can be assigned to one or multiple branches depending on their responsibilities.

What if my organization needs branch restrictions enabled?

Branch restrictions are not enabled by default. Talk to your CSM to enable this for your agency.

What's the difference between tags and branches?

Tags are automatically generated from your scheduling system data (like location, office, or region). Branches are groups you create in Caribou that use tag criteria to automatically organize caregivers.

Can I change tag criteria for a branch after it's created?

Yes. You can edit a branch at any time to add or remove tag criteria. Caregiver assignments will automatically update based on the new criteria.