For schedulers

    Home Care Planning Tool for Coordinators

    AI-assisted scheduling for home care — compare unassigned visits, client-facing time, and travel time before a planner publishes

    Try Caire for freeBook a walkthrough

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

    Visit calendar with a planning-result selector
    Review visit planning and compare results for the same period.
    Read the description

    The calendar shows visit placement. The result selector provides access to different planning results for the period.

    Reviewable proposals

    AI-assisted planning

    The coordinator reviews the proposed changes before publishing.

    Operational view

    One source snapshot

    Planning starts from the same visits, staff, and constraints.

    AI assistant

    AI-assisted candidate review

    An assistant that works alongside the coordinator.

    The Challenge in Home Care Planning

    Morning Chaos

    Sick calls, last-minute changes, and constant phone calls create stressful mornings

    Manual Puzzling

    Complex matching of staff to clients considering skills, travel time, and preferences

    Reactive Planning

    Always putting out fires instead of working proactively with long-term planning

    The Solution: AI-driven Scheduling with CAIRE

    Reviewable Adjustments

    Caire proposes replacements when staff call in sick; the planner reviews competence and availability before applying the change

    Proactive Planning

    Compare recorded demand and unused hours in planner-reviewed staffing candidates

    Less administrative work

    The assistant keeps repetitive planning work visible and reviewable.

    Approved Updates

    Notifications follow the planner's approval and publication of a schedule change

    Coordinator's Workday: Before vs After CAIRE

    Before CAIRE

    Before CAIRE: Reactive Planning

    Panic when staff call in sick · Frantically calling for substitutes · Manual schedule redistribution · Risk of errors and double bookings · Overtime costs and staff stress

    After CAIRE

    After CAIRE: Proactive Planning

    Planner records the changed input · CAIRE prepares eligible cover options · Planner reviews route and continuity trade-offs · Staff are informed after approval and publication

    Morning Schedule: Time Allocation Comparison

    Before CAIRE (manual workflow)

    Check sick leaveManual
    Call substitutesManual
    Manually redo scheduleManual
    Handle complaintsManual
    Inform staff of changesManual
    Solve acute problemsManual

    With CAIRE (planner-reviewed workflow)

    Review AI suggestionsReview
    Approve optimized scheduleApprove
    Review change proposalsMonitor
    Strategic planning workPlan
    Staff coachingCoach
    Quality developmentDevelop

    How the coordinator works in Caire

    From standing data to a published schedule: Caire prepares candidates and diagnostics; the planner reviews and publishes.

    1. A day with Anna — planner in the loop

    A Day with Anna and CAIRE

    Planner workflow: Caire prepares candidates and evidence; Anna reviews and approves before publication

    08:00

    Foundation → finished schedule

    Anna builds standing data in Caire, then reviews comparable schedule candidates and their diagnostics

    Anna selects optimization scenario:

    Anna selects: Scenario C (Balanced optimization)
    • Standing data in Caire within the approved customer boundary
    • CAIRE builds comparable schedule proposals
    • Anna compares KPIs and approves one
    10:30

    Something changes during the day

    A care assistant calls in sick — CAIRE flags the impact and shows what needs covering

    • Status: which visits are at risk
    • What to improve: coverage and continuity
    • Suggests replacement alternatives
    10:45

    CAIRE proposes — Anna approves

    The system recalculates and proposes how to redistribute visits; Anna reviews and publishes before anything goes live

    • Proposes cover with nearby colleagues
    • Keeps routes and continuity in view
    • Notifies staff only after approval
    17:00

    Track and improve

    Anna sees care time, efficiency and continuity against goals — and the next suggested improvement

    • A real run would report its travel-time measure
    • A real run would report its continuity measure
    • A real run would report overtime and admin-time measures

    Measures the product reports after a run

    Values appear on your completed runs in the product

    Travel-time trade-off

    Shown after your run

    Continuity measure

    Shown after your run

    Overtime measure

    Shown after your run

    Admin-time measure

    Shown after your run

    Priorities: Scenario C (Balanced optimization)

    2. What you see in the product

    Views from the planner: calendar, run measures and comparison of proposals.

    Visit calendar with a planning-result selector
    Review visit planning and compare results for the same period.
    Read the description

    The calendar shows visit placement. The result selector provides access to different planning results for the period.

    Schedule and route in one view

    See visits, travel time, and staff load before approving a candidate.

    Analysis view with planning-metric definitions
    Read each metric with its definition and planning context.
    Read the description

    The analysis view shows planning metrics and their explanations. Compare metrics within the same period using the same definitions.

    Measures per completed run

    Care time, travel, continuity, and unassigned visits come from the same run.

    Planning candidates calculated in the background
    Visit demand and capacity inform the planning results.
    Read the description

    The results view shows calculation status and available candidates. A candidate and its results belong to a defined period.

    Compare candidates before publishing

    Choose between efficiency, continuity, and cost priorities — the planner publishes.

    Automatic planning within your operating rules

    Priorities you configure

    Weight efficiency, continuity, and cost for each solve. Live numbers always come from your completed runs.

    Publish stays with the planner

    Caire updates configured visit planning automatically. Decisions requiring authority or professional approval retain their approval steps.

    Provider Follow-up: Workload and Experience

    Compare workload distribution and schedule predictability per run, then follow up coordinator, staff, and client experience separately after publication.

    Continuity

    A visible trade-off

    Review continuity alongside travel and staffing before approving a proposal.

    Quality

    Protected by review

    The planner remains in control of every operational change.

    Planning

    Clear next action

    The assistant presents concrete changes instead of a black-box result.

    See strategic materials for decision-makers and calculate your ROI at Sveriges Hemtjänst.

    Find the next improvement in your existing schedule

    Start with the reports you can already export. Review the baseline and specific findings with Caire before taking the next planning step.

    Create an account, accept the terms, the privacy policy and the DPA, and upload your schedule from Carefox or Alfa eCare Welfare. Caire then analyses it.

    Get a complimentary visit planning analysisBook a walkthrough

    One analysis of a selected period per organisation, including one optimisation with calendar, comparison and diagnostics for available results. Upgrade for ongoing planning. A paid pilot is a separate choice.