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Every caregiver's file, kept current

APD employee files and training tracking

Waiversoft keeps a personnel file for each caregiver and staff member, with the APD trainings, clearances and forms their job needs. It tracks every expiration date, emails caregivers for the new copy, and can stop a clock-in when a required document is missing or expired.

Part of every Waiversoft plan · See pricing

AM
Angela Morris
HHA · Hired 03/14/2025 · English, Spanish
Action needed
Personal SupportsRespiteGives medicationTransports (own vehicle)
Personal & Identification4/4
Employment & Screening6/6
Training & Certifications7/9
Policies & Acknowledgements5/5
Level 2 background screeningOn file
CPR certificationExpires in 18 days
Medication ValidationExpired
Zero Tolerance trainingOn file

How it works

Built around the APD employee file

What a Qlarant reviewer checks for each staff member, tracked from hire to the last shift they work.

Requirements

The file asks for what this caregiver's job needs

Each employee starts with the APD employee checklist for your provider type, following Qlarant's lists: screening, identification, trainings and policy acknowledgements. Pick the services they provide and the duties they have, and the matching trainings are added. A caregiver who gives medication is asked for Medication Administration Training, the annual update and the yearly validation. A Behavior Assistant is asked for the 20-hour behavior curriculum and the 8-hour annual in-service. For the full list, see our APD employee file checklist.
  • Service-specific trainings only for the staff who provide that service
  • On the web, switches for giving medication and transporting people
  • Mark a requirement not applicable for one employee and keep the reason
Services and duties · Carlos Mendoza
Behavior AssistantPersonal Supports
Gives medication
Transports people
In their own vehicle
Added to the checklist
Medication Administration TrainingGives medication
Medication Administration Annual UpdateGives medication · yearly
Medication ValidationGives medication · yearly
Behavior Curriculum (20 Hours)Behavior Assistant
Annual In-Service Training (8 Hours)Behavior Assistant · yearly

Renewals

CPR cards and trainings renewed without the chasing

Documents turn amber 30 days before they expire and red after. Send a caregiver one secure link to upload what's missing or expiring, straight from their file. They don't need a Waiversoft account, and the link expires in 14 days. Or turn on automatic requests and Waiversoft emails them before each document expires.
  • Send the request on the day it expires, or 7, 15 or 30 days before
  • Remind them every 3 days, every week or every 2 weeks until it's uploaded
  • Uploads land in the right slot and keep every earlier copy
Request documents

Email Denise Carter a single secure link to upload the selected documents. It expires in 14 days.

CPR certificationExpiring
Basic First AidExpiring
HIV/AIDS 101Missing
HIPAA trainingOn file
Request expiring documents automatically
Send
15 days before
Remind
Every week
Send request

Clock-in block

No visit with an expired training

If you choose, a caregiver with a missing or expired required document can't clock in. The caregiver app names the documents and asks them to contact the agency, and the office is notified. You decide which documents count, and the office can still enter visit times when it needs to.
  • Optional, and off until an admin turns it on in Settings › Preferences
  • Pick all required documents or only the ones you choose
  • The office gets one email or iPhone alert per caregiver per day
Today
Marcus Bell
Personal Supports · 9:00 AM – 1:00 PM
Can't clock in
You can't clock in because of these documents: CPR certification (expired). Please contact your agency to update them.
Clock in
Clock-in refused
Angela Morris couldn't clock in because of these documents: CPR certification (expired).
The office can still enter the visit times.

From hire to last shift

One file from the first day to the last

Add the new hire with their role, hire date, phone, email, languages and TRAIN user ID. Send their caregiver app login from the file, and assign the consumers they serve, so they only see their own people and visits. When someone leaves, mark them inactive: they lose access to the caregiver app and their file stays on record.
  • Invite a caregiver to the app from their file in one step
  • A Clients tab shows and assigns who each caregiver works with
  • Filter the employee list by active or inactive
Invite Denise Carter to the caregiver portal
denise.carter@example.com
Send invite
Clients
Eleanor Whitfield
Life Skills Development 1
Marcus Bell
Personal Supports
Assign a consumer

Also in every caregiver file

The rest of the personnel file, handled

Expiring soon, by window

On the web, see what's expired and what expires in 0 to 30, 31 to 60 and 61 to 90 days across all staff.

Readiness for the whole team

Each file shows what's missing or expiring, and it adds up to your agency's readiness score.

Version history

Upload the renewed CPR card and the old one stays on file.

Your own document types

Add the forms your agency tracks, archive the ones you don't, and arrange sections your way.

Employee photo

On the web, add a photo that shows wherever the caregiver appears.

Private document links

Files open through short-lived private links, not public URLs.

Active and inactive staff

Keep former employees' files on record and filter them out of the list.

On the iPhone too

Open employee files, upload documents or scan a paper certificate with the Waiversoft iPhone app.

Getting started

From a stack of folders to current files

01

Add your staff

Enter each caregiver's details, the services they provide and their duties.

02

Fill or request

Upload what you have as PDF, JPEG or PNG, and email caregivers a link for the rest.

03

Let renewals run

Turn on automatic requests and, if you want, the clock-in block.

FAQ

Questions about caregiver files

Do caregivers need a Waiversoft account to send us their documents?

No. A document request is an email with one secure link. The caregiver opens it, uploads a photo or PDF of each document, and it goes into the right slot in their file. The link expires after 14 days. They need an email on file.

Which trainings and clearances does Waiversoft track?

The APD employee checklist for your provider type (agency, solo provider or qualified organization), following Qlarant's lists, plus the trainings tied to the services each person provides and their duties. You can add your agency's own document types too.

Will the clock-in block stop visits we need to cover?

It's off unless an admin turns it on, and you choose which documents it checks. When a caregiver is blocked, the office can still enter the visit times, and you're notified so you can fix the file.

What happens to a caregiver's file when they leave?

Mark them inactive. They lose access to the caregiver app, and their file and documents stay on record.

Can caregivers with an Android phone use the caregiver app?

Yes. They open the caregiver app in their phone's browser. iPhone users can also use the Waiversoft iPhone app.

What does it cost?

Caregiver files are part of the one Waiversoft plan, $20 per consumer per month. Office staff and caregivers are free.

More of the Waiversoft platform

Consumer recordsPlans, authorizations, notes and documentsScheduling & EVVShifts matched to authorized unitsVisit notesNotes checked for compliance before you approveBillingClaims checked against authorizationsE-signConsents and agreements signed in the appPayrollPay from approved visits, with direct deposit files

Run the whole agency from one system.

Book a 20-minute walkthrough and see how agencies handle records, scheduling, EVV, notes, and billing in Waiversoft.

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