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Home care agencies

Home care workforce management software for every visit

Workzenly is home care workforce management software for US agencies. Schedule visits by client, let caregivers clock in and out at each client’s home from their phone inside a geofence, put travel between clients on the timesheet as hours worked, and approve the week before it goes to payroll.

Book a demo See how it works
  • A geofence per client
  • Travel on the timesheet
  • Approved hours into payroll

Built for the people who keep visits covered

  • Agency owners and administrators
  • Care coordinators and schedulers
  • CNAs, HHAs and companion caregivers
  • Caregivers driving between clients
  • Whoever runs payroll every other Friday

The visit schedule is a spreadsheet, start times come in by text from five driveways, and nobody knows whether the drive between clients made it onto the timesheet.

One schedule, one time clock, one pay run, for every client’s home

Home care workforce management software puts the visit schedule, the punches at each address and the pay in one record. The visit you assign is the visit the caregiver sees, the clock-in at the client’s door starts their hours, the drive to the next client is on the timesheet, and the approved week is what payroll pays.

What changes in the first month

Covered visits, honest hours, and travel time that gets paid

Visits scheduled by client

Each client has standing visits; drag a caregiver into them and publish. Caregivers see their visits, with the address and window, in the app, and approved PTO sits on the grid so you do not assign someone who is away.

Clock-ins at the client’s door

A geofence sits around every client address. The caregiver clocks in on their phone on arrival and out on leaving, and the time and location are saved with each punch. Punches outside the fence are flagged for the coordinator, not thrown away.

Travel between clients on the timesheet

The gap between one clock-out and the next clock-in shows on the timesheet as travel, so the drive between clients is paid and counts toward the 40-hour week, as the Department of Labor requires.

One approval, then payroll

Overtime from many short visits is worked out from the punches. Approve the week in one tap and the regular hours, overtime and PTO go into the pay run together.

How it works

A home care week in Workzenly: home care scheduling software and a caregiver time clock app in one

From the visits assigned on Friday to the pay stubs the Friday after next, one record carries every visit.

Schedule next week by client, not by guesswork

Each client’s standing visits are already on the grid. Drag a caregiver into them, watch their weekly hours add up, and publish. Caregivers see their visits in the app at once.

  • Standing visits per client, copied week to week
  • Hours per caregiver while you build
  • Told before a visit goes uncovered

Overtime from short visits

Nineteen visits in a week add up faster than one shift a day

Two-hour visits across six days rarely feel like an overtime risk, until travel is counted. Yvette Mwangi’s week is 19 visits, 38.0 hours of visit time and 4.5 hours of driving: 42.5 hours, 2.5 of them overtime. Workzenly adds visits and travel against 40 as the week runs, so the coordinator sees it before Saturday, not on the pay stub.

  • Visits plus travel, by caregiver, against 40
  • Caregivers near 40 flagged before the next assignment
  • State daily overtime, such as California’s, set up with us
See overtime tracking

Hiring and onboarding caregivers

Onboard a caregiver with the paperwork and the CNA or HHA certificate together

Post a role, keep applications in one list, schedule interviews and send the offer letter from the same screen. The new caregiver signs it, fills out their W-4 and I-9 Section 1, adds direct deposit and reads the handbook on their phone before the first visit. Their CNA or HHA certificate and CPR card are stored in their record as searchable data.

  • Offer letters that state the hourly rate and the travel policy
  • Paperwork done before day one, on the new hire’s phone
  • Certifications stored with each person
See onboarding

The caregiver side

One caregiver scheduling app for visits, clock-ins, PTO and pay

Caregivers see their visits with the address and window, pick up open visits, request a day off with their balance in front of them, clock in at each door and read their pay stub. Each person sees only their own record.

  • Visits, open visits and PTO in two taps
  • Pay stubs on payday
  • The handbook and travel policy, searchable
See the employee app

Who uses it

One record, from the owner to the caregiver at the door

Role

Owner or administrator

Replaces

A visit spreadsheet and a payroll login

They use it to

Watch scheduled against clocked hours, keep overtime in check, run payroll from approved hours

What they notice

A time record they can stand behind

Role

Care coordinator

Replaces

Calling around for cover and reading start times from texts

They use it to

Assign visits by client, post open visits when someone calls out, review flagged punches, approve the week

What they notice

A call-out takes one post, not ten calls

Role

CNAs and HHAs

Replaces

A printed visit list and a paper timesheet

They use it to

See visits, clock in and out at each door, pick up open visits, request PTO, read their pay stub

What they notice

The drive between clients shows up on the pay stub

Role

Whoever runs payroll

Replaces

Retyping timesheets into a payroll service

They use it to

Run the pay period from approved hours, travel, overtime and PTO; answer pay questions from the edit history

What they notice

Fewer corrections the Monday after payday

Access you control

Everyone sees what they need, and nothing else

Caregivers see their own

Each caregiver sees their own visits, hours, PTO and pay stubs, never a coworker’s pay or client list.

Coordinators see their caregivers

Coordinators see the schedule, attendance and time off for the caregivers they manage, and approve their timesheets.

Pay stays with payroll

Pay rates and pay stubs are visible only to the people you give payroll access to.

The features home care agencies use most

Everything a week of visits needs

GPS time tracking

A geofence around every client address, with outside punches flagged for review.

GPS time tracking →

Visit scheduling

Standing visits by client, open visits posted when someone calls out.

Scheduling →

Timesheets

Visit by visit, travel between them, approved for the week in one tap.

Timesheets →

Overtime tracking

Visits plus travel against 40, with warnings before the next assignment.

Overtime →

HR documents

Certificates, CPR cards and policies stored with each caregiver.

Documents →

Payroll

Approved visit hours, travel, overtime and PTO become pay stubs in the app.

Payroll →

See your agency’s week of visits in Workzenly

Tell us how many caregivers and clients you have. We set up a demo workspace with your agency’s name and geofences around a few client addresses before the call.

Book a demo

The agency owner’s guide to home care workforce management software

A home care agency runs on visits, not shifts. The hours between clients are work, overtime arrives in two-hour pieces, and if Medicaid pays, the state has rules about proving a visit happened. Here is what home care workforce management software has to handle, and how to choose it.

What home care workforce management software needs to do

Five jobs. Schedule visits by client and publish them where caregivers see them. Record the start and end of each visit at the client’s address from the caregiver’s phone, with the location captured at the punch. Put travel between clients on the timesheet. Handle time off and call-outs without a coordinator on the phone all evening. Pay for exactly the hours approved. Scheduling, GPS time tracking, timesheets, PTO and payroll in Workzenly are those five jobs on one record. Tools built only for mobile clock-ins, such as the ones in our list of the best GPS time clock apps, stop at the punch.

The geofence makes a phone punch trustworthy. GPS.gov says GPS-enabled smartphones are typically accurate to within about 16 feet under open sky, worse near buildings and trees, and Android’s developer documentation recommends a minimum geofence radius of 100 to 150 meters (330 to 490 feet), so give an apartment building more room than a house. Our explainer on what a geofence is and the GPS time clock app guide cover the radius and the written policy.

Hours worked rules: travel time, waiting time and sleep time

Travel between clients is hours worked. The Department of Labor’s Fact Sheet #79D says travel from one client to another during the workday is compensable, and the agency must make sure it is paid; ordinary travel from home to the first client and back from the last is not. The drive time counts toward the 40 hours for overtime. In Workzenly the gap between a clock-out at one door and the clock-in at the next shows on the timesheet as travel, and a coordinator corrects a long gap, such as an unpaid lunch, with a note.

A caregiver who must stay in the home ready to help is on duty and paid. On a shift under 24 hours, all the time is hours worked even if the caregiver may sleep. On a shift of 24 hours or more, employer and employee can agree to exclude a regularly scheduled sleep period of up to 8 hours if adequate sleeping facilities are provided and sleep is usually uninterrupted; interruptions are paid, and under 5 hours of sleep the whole night is paid. Our guide to time and attendance tracking covers the records behind this.

SituationFederal rule (FLSA)What to check
Driving from one client to the nextHours worked; the agency must make sure it is paidYour written travel policy
Commute to the first client, home from the lastNot work timeState law or your policy may pay it
Shift under 24 hours, allowed to sleepAll hours workedState rules on overnight pay
Shift of 24 hours or moreUp to 8 hours of sleep excluded by agreement; interruptions paid; under 5 hours of sleep, the whole night is paidA written agreement and a record of interruptions
Overtime1.5 × the regular rate after 40 hours, travel includedDaily overtime in California and a few other states

Live-in and overnight shifts

Under Fact Sheet #79B, a live-in caregiver lives on the client’s premises permanently or for extended periods: seven days a week, five days a week (120 hours or more), or five consecutive days or nights. Meal periods and sleep time can be excluded by a written agreement the employer keeps, and all hours worked must still be recorded. Since January 1, 2015, agencies may not claim the live-in overtime exemption, so an agency’s live-in caregiver earns overtime after 40 hours under federal law; New York draws its line for residential employees at 44 hours, according to the state labor department. In Workzenly a 24-hour shift is one long visit, interruptions are punch fixes with a note, and the signed sleep agreement sits in the caregiver’s record with the HR documents.

Minimum wage and overtime for home care agencies since 2015

Since a 2013 Department of Labor rule took effect on January 1, 2015, third-party employers such as home care agencies could not claim the FLSA companionship services or live-in exemptions, so their aides were owed the $7.25 federal minimum wage and overtime after 40 hours. In July 2025 the Department proposed returning to the earlier 1975 rules (90 Fed. Reg. 28976), and its Field Assistance Bulletin 2025-4 told investigators to stop enforcing the 2013 rule against agencies while that proposal is pending. As of this update the 2013 text is still in the regulation at 29 CFR 552.109, and the bulletin says it does not change any legal requirement. Many states require overtime for home care workers on their own. Talk to an employment attorney before changing how you pay overtime.

The arithmetic of short visits does not change. Yvette Mwangi earns $17.00 an hour and works 19 visits: 38.0 hours of visit time plus 4.5 hours of driving is 42.5 hours. Her pay is 40 × $17.00 = $680.00 plus 2.5 × $25.50 = $63.75, so $743.75; leave the travel off and she is $97.75 short. See how to calculate overtime for the regular-rate math; PTO is paid but is not hours worked. Keep payroll records at least 3 years and time cards at least 2, and for a paper trail during a trial week start from our timesheet templates.

This guide is general information, not legal advice. Home care wage rules are changing federally and differ by state; check your state labor department, your state Medicaid agency and an employment lawyer.

EVV and your time record: two different jobs

Under Section 12006 of the 21st Century Cures Act, states must require electronic visit verification for Medicaid-funded personal care services (by January 1, 2020) and home health services (by January 1, 2023) that involve an in-home visit, according to medicaid.gov. EVV records the service, the client, the caregiver, the date, the location and the start and end times, and most states run or approve specific EVV systems. Workzenly is not an EVV system and does not connect to one. Its punch records are the agency’s time record for paying caregivers under the FLSA; EVV is handled by your state’s system, and agencies that bill Medicaid run both. Ask us on the demo call how agencies in your state do it.

How to choose

  1. Run last week through it. A real caregiver’s week with the drives, one call-out and one forgotten clock-out. See which tool makes a correct pay run with the fewest manual steps.
  2. Check the geofence per address. Its own radius per client, outside punches flagged rather than blocked, nothing recorded between punches.
  3. Make travel visible. If between-client time is not its own line, somebody is estimating it or nobody is paying it.
  4. Settle EVV first. If you bill Medicaid, ask every vendor whether they are an EVV system, work beside one, or neither.
  5. Count the hand-offs. Every retype between tools is a pay stub fixed later; our payroll process guide lists the steps.

To see your own clients and caregivers in Workzenly, book a demo and we will set up a workspace with your agency’s name and geofences around a few client addresses before the call. Plans and prices are on the pricing page.

FAQ

Questions from home care agency owners

Something else on your mind? Write to [email protected].

Does Workzenly meet my state's EVV requirement?

No, and we do not claim it does. Under the 21st Century Cures Act, agencies paid by Medicaid for personal care or home health visits have electronic visit verification duties that run through their state's EVV system. Workzenly's punch records are your time record for paying caregivers under the FLSA. Ask us on the demo call how agencies run both.

How does a caregiver clock in at a client's home?

Each client address gets its own geofence, a circle around the home with a radius you set. On arrival the app shows the visit and whether the caregiver is inside the fence, and they tap clock in. The time and location are saved with the punch. A punch outside the fence is recorded and flagged for the coordinator, never thrown away.

Is travel time between clients paid?

Yes. The Department of Labor's Fact Sheet #79D says travel from one client to another during the workday is hours worked, and the agency must make sure it is paid. The commute from the caregiver's own home to the first client and back from the last is ordinary commuting and generally not paid. Workzenly puts the time between one clock-out and the next clock-in on the timesheet as travel, counted toward the 40-hour week.

Does the app track caregivers between visits?

No. Location is captured only at the moment of a clock-in or clock-out, with whether that spot was inside the client's geofence. Nothing is recorded while a caregiver drives between visits or after they clock out. Your written policy should tell caregivers what is recorded and when.

Can caregivers see each other's schedules or pay?

Each caregiver sees their own visits, hours, PTO balance and pay stubs, plus the open visits the coordinator has posted, and never a coworker's pay or record. Coordinators see the schedule, attendance and time off for the caregivers they manage. Pay rates and pay stubs are visible only to people with payroll access.

How long does it take to set up a home care agency?

Most agencies are scheduling visits and clocking in within a week. Send us your caregiver list, pay rates, PTO balances and client addresses as a spreadsheet; we import them, draw a geofence around each address, walk through your first week of visits and first timesheet approval with you, and stay with you through the first pay run.

GUIDEHealthcare scheduling software: travel time, credentials and EVV COMPARISONBest GPS time clock apps TEMPLATESFree timesheet templates