Onboarding in Caire — from standing data to the first schedule

Onboarding happens in the app: Control Center and Datahub hold organization, unit, employees, clients, and care plans. This page links to the Help Center and the dashboard tour.

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Your organisation's permissions and rules govern who sees and changes the plan. Review trust and data protection

Visit requirements with allowed times and flexibility — **Care needs and allowed visit times inform the planning.**Visit requirements describe time windows and which visits may move. Changes follow organisational rules and permissions.

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Onboarding

Rollout, training, and a controlled product launch.

In-app onboarding

Caire onboarding is not a connector catalogue or data migration product page. You build standing data in Control Center / Datahub, create a first schedule, and improve the solution step by step — with planner approval before publishing.

How Caire works before the first schedule

Data order in Control Center / Datahub: organization, unit, employees, clients, and care plans before you freeze a schedule.

Open in Help Center

From first schedule to a better solution

Start AI scheduling from a frozen source snapshot, compare candidates on the solution frontier, and choose before publishing.

Open in Help Center

Dashboard tour

See Control Center, Datahub, and the planning surface in the product flow — the same surfaces you use during onboarding.

See the tour

Standing data in Control Center / Datahub

The first schedule needs active demand and capacity. These resource surfaces are the foundation — field details live in the Help Center.

Organization

Base settings, timezone, and operational defaults that apply across the organization.

Unit

The planning boundary that connects clients, employees, districts, and schedules.

Employees

Capacity, skills, and shift inputs needed for the first solution.

Clients and care plans

Demand and visit inputs that become dated visits when the schedule is created.

Caire Core

Caire Core uses the resource model to decide which visits are possible, which are good, and which need planner review. When outcomes show better buffers, areas or skills, the resource data is updated for the next plan.

See visit data lifecycle

Employees and shifts

Availability, skills, working time, breaks, preferences, and historical client relationships.

Clients and service areas

Address, time windows, services, needs, contact paths, and local area rules.

Skills and roles

Match visits against delegations, language, experience, onboarding needs, and role-specific routines.

Travel buffers

Plan with realistic travel, movement, margins, and variation between areas.

Cost models

Make overtime, travel, utilization, and economic impact visible without hiding care quality.

Geography and coverage

See where resources are missing, where routes become too difficult, and how service areas should change.

Comprehensive resource hub

Resource hierarchy architecture

Organization, service area, employee, and client settings cascade into the planning model. Schedule travel buffers, skills, hourly rate, monthly salary, billing, and continuity caregiver limit stay visible instead of becoming hidden assumptions.

Employee Compensation Settings

Settings that make cost calculation possible without hiding working time, travel time, or break rules in spreadsheets.

Setting	Description	Configuration Levels
Monthly Salary	Fixed monthly compensation for full-time/part-time employees	Individual Employee
Hourly Rate	Hourly compensation for flexible/temporary employees	Individual Employee, Service Area, Organization
Payment Model	How hours are calculated (A=Service, B=Service+Travel, C=Shift to Last, D=Full Shift)	Organization (applies to all hourly employees)
Break Policy	PAID or UNPAID breaks	Organization, Service Area, Individual Employee
Break Duration	Standard break length (e.g., 30 or 60 minutes)	Organization, Service Area

Client Configuration Settings

Client data connects allocation, billing, continuity, and responsible caregiver ownership to the same planning model.

Setting	Description	Configuration Levels	Example
Monthly Allocation Hours	Municipality-approved service hours per month	Individual Client	100h/month for Anna
Billing Rate	Revenue per service hour for financial tracking	Individual Client, Service Area, Organization	500 SEK/hour municipality contract
Continuity Caregiver Limit	Maximum number of distinct caregivers allowed per client within a rolling period (default 14 days)	Individual Client, Service Area, Organization	10 caregivers per 14 days (tighten to 6-8 for dementia or palliative care)
Responsible Caregiver	Primary caregiver (contact person) for client	Individual Client	Lisa assigned to Anna (lead caregiver designation)
Minimum Lead Visits	Minimum number of visits the responsible caregiver must complete per period	Individual Client	Lisa: >=18 of Anna's 60 monthly visits
Time Window Flexibility	Allowed time buffer for visit start times	Individual Client, Service Area, Organization	+/-5 min (strict) vs +/-30 min (flexible)

Service Area Configuration Settings

Service areas control imports, optimization, cost levels, and whether staff can work across area boundaries.

Setting	Description	Default	Impact
Cross-Service Area Assignments	Allow employees to be assigned visits across different service areas	Disabled	When enabled: Staff can work in multiple areas. When disabled: Staff only assigned to their home service area.
Include in Import	Include this service area in automatic imports from external systems	Enabled	When disabled: Area excluded from manual imports and optimization runs.
Include in Optimization	Include this service area in AI optimization runs	Enabled	When disabled: Area maintains data but does not participate in scheduling.
Default Hourly Rate	Service area-level hourly rate override	Organization default	Override for high-cost areas, for example urban vs rural compensation.

Schedule Travel Buffers

First and last visits need realistic margins so the shift starts and ends without false precision.

Area Type	First Visit Delay	Last Visit Buffer	Reasoning
Urban (Dense)	5 minutes	5 minutes	Short distances, predictable traffic
Suburban	10 minutes	10 minutes	Moderate distances, variable traffic
Rural (Spread)	15 minutes	15 minutes	Long distances, unpredictable travel
Morning Rush	10 minutes	5 minutes	Traffic delays at shift start
Evening Shift	5 minutes	10 minutes	Return traffic at shift end

Hourly Payment Models for Staff Costs

The same schedule has a different cost profile depending on whether service time, travel, shift span, or breaks are counted.

Model	PAID Breaks	UNPAID Breaks
Model A - Service Only	6.5h x 185 = 1,203 SEK (service + breaks)	6.0h x 185 = 1,110 SEK (service only)
Model B - Service + Travel	7.5h x 185 = 1,388 SEK (service + travel + breaks)	7.0h x 185 = 1,295 SEK (service + travel)
Model C - Shift to Last Visit	8.0h x 185 = 1,480 SEK (full working time)	7.5h x 185 = 1,388 SEK (working time - breaks)
Model D - Full Shift	8.0h x 185 = 1,480 SEK (scheduled shift)	7.5h x 185 = 1,388 SEK (shift - breaks)

Ready to get started?

Create an account and follow onboarding in Datahub, or book a demo. The dashboard tour shows the same surfaces without signing in.

Measures and business-case inputs

See how onboarding in caire — from standing data to the first schedule supports run-specific comparison

Standing data in Datahub

Organization, unit, employees, clients, and care plans are set up in Control Center / Datahub before the first schedule.

Guided first schedule

The Help Center covers data order and the solution frontier so you can compare candidates before anything is published.

See the product flow

The dashboard tour shows Control Center, Datahub, and the planning surface without inventing metrics.

Client basics in a read-only view — **Basic details bring together the client's identity, contact, designated caregiver and address.**The client view makes existing details available for review before editing.

The organisation's unit list with Nacka and Nacka Norra — **Manage several units in one organisation and open each unit's standing data.**Each unit has its own employees, clients and visit requirements. The unit list provides a shared entry point while keeping each unit's planning inputs scoped.

Data quality: foundation data with a status per step and the next action — **See which details are complete and what is missing before the first schedule.**Data quality lists organisation, clients and visits, staff and shifts with a status per step, and which item needs completing next.

Client list for a selected service area — **The client register lists clients belonging to the selected service area.**The list brings together client records for the selected service area.

Client continuity target and inherited planning settings — **The advanced view brings together continuity target, priority and local overrides.**The view shows the client's planning details and how local settings are presented.

Employee list for a selected service area — **The employee register lists staff belonging to the selected service area.**The list brings together employee records in the service area's context.

Employee basics in a read-only view — **Basic details bring together identity, service area, contact, employment and skills.**The employee view makes existing details available for review before editing.

Employee standing weekly pattern and hours — **The weekly schedule shows ordinary shifts and a summary of working hours.**The employee's standing weekly pattern appears with its working-hours summary.

Client continuity limit and default visit settings — **Advanced client fields bring together continuity targets and defaults that new visits can inherit.**The form shows where planning values are reviewed and how client values remain distinct from unit defaults.

Visit duration and saved time windows in a template — **The form shows visit duration, preferred start and the allowed time window.**Planned time and flexibility can be reviewed together in the same visit template.

Competencies attached to an existing visit template — **The competency step shows selected template competencies and the available competency catalogue.**Competency requirements are reviewed on the visit template where they affect who can perform the visit.

Existing salary and hourly-cost records for an employee — **The cost table shows saved hourly rates and their effective dates.**Cost details can be reviewed where they belong to the employee, subject to existing permissions.