Lesson 1
Welcome to Hailo
A quick tour of the Hailo office app: the menu, your dashboard and the setup guide that walks a new agency through its first week.
Getting started
Hailo Academy
Learn Hailo at your own pace.
Short, practical lessons for agency owners and office teams, from setting up your workspace to running payroll.
Quick start
5 lessonsGetting started with Hailo
Getting started
Caregivers
Onboard a Caregiver, Start to Finish
Caregivers
Scheduling
Start here
Set up your Hailo workspace.
Watch them in order. By the end you’ll have a caregiver onboarded, a client set up and your first visit on the schedule.
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16 lessons
Lesson 2
Set Up Your Agency Profile
Add your agency details, logo and service area, then the services you offer and your pay and billing rules, so new clients, shifts and invoices start from them.
Getting started
Lesson 3
Invite Your Office Team
Give each person in your office their own Hailo sign-in, with a role that matches their work: Admin, Coordinator, Billing or Read only.
Getting started
Lesson 4
Add Your First Caregiver
Add a caregiver you have already hired to your Hailo roster, set their pay rate and send them the Hailo app invite.
Caregivers
Lesson 5
Onboard a Caregiver, Start to Finish
Take a new hire from offer to ready to work: send your onboarding packet, track what they have finished and review it, all from the applicant panel.
Caregivers
Lesson 6
Track Credentials and Expiring Documents
See every caregiver's licenses and certifications in one list, catch what is expiring or missing, and spot booked shifts with an expired credential.
Caregivers
Lesson 7
Add a Client and Their Care Plan
Create a client record in Hailo: start with their name and contact details, then fill in their care plan, preferred schedule and billing.
Clients
Lesson 8
From Inquiry to Start of Care
Move a family from first call to client in the CRM: capture the lead, book the assessment, send the proposal, and convert them when they sign.
Clients
Lesson 9
Schedule Your First Visit
Put a single shift on the calendar: pick the client, date and time, then assign a caregiver or post it as an open shift.
Scheduling
Lesson 10
Recurring Shifts and Open Shifts
Build a client's repeating week once and let Hailo create the shifts, then fill call-outs fast by posting open shifts to your caregivers.
Scheduling
Lesson 11
How EVV Clock-In Works
What caregivers see when they clock in and out in the Hailo app, how their location is checked against the client's address, and the rules your office sets.
EVV & compliance
Lesson 12
Fix Missed Visits and Exceptions
Clear the visits that need a person before payroll and billing: location exceptions, missing clock-outs, no-shows and open shifts nobody covered.
EVV & compliance
Lesson 13
Run Payroll From Approved Visits
Turn approved visits into a payroll run with overtime and reimbursements calculated for you, then export it for your payroll provider or bank.
Billing & payroll
Lesson 14
Bill Clients and Payers
Invoice private-pay families and other payers from the same approved visits, send or charge each invoice, and keep track of what is still unpaid.
Billing & payroll
Lesson 15
Invite Family to the Portal
Give a client's family a view of upcoming visits, caregiver notes, documents and invoices, with only the permissions you choose.
Family & messaging
Lesson 16
Message Your Team
Message caregivers, clients and families from one inbox, and send one announcement to many people at once with Broadcast.
Family & messaging
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