Care Provider: Getting Your Team Onboard
Written by Georgia Radcliffe
Updated at September 3rd, 2025
👋 Want more of your team on CareApp?
More contributors = more community on CareApp.
Why get more staff involved?
When more of your team is active on CareApp:
For Families
- Families feel closer and more reassured through regular updates.
- More posts mean greater transparency into daily life and care.
- Every photo, note, and story builds a fuller picture of their loved one’s day.
For Staff
- More posts are created with less effort from each person when the whole team contributes.
- Staff are recognised and celebrated for their contributions.
- Morale improves when everyone is actively involved.
- Staff stay in the loop with what’s happening across the community.
- Updates are shared more evenly, instead of falling on just one or two people.
Everyone has something to share:
👩🎨 Lifestyle staff → daily activities, group programs, creative projects.
👩🍳 Kitchen team → meals, menus, “Today’s Special.”
🙏 Pastoral care / Chaplain → emotional and spiritual support.
🧑🤝🧑 Personal carers → daily updates, wellbeing checks, notes.
👩⚕️ Nurses & clinical staff → updates, documents, wellbeing checks.
🧑⚕️ Allied health → therapy notes, progress updates, wellbeing checks.
🤗 Volunteers → extra photos, stories, companionship moments.
FAQs
How can I make sure staff don’t post the wrong thing?
Team Members can’t post the ‘wrong thing’ to families because every post needs to be approved first! This means there’s always a second pair of eyes on content before families see it, giving you full control over what is shared, and what isn’t.
With the Team Member role, staff can create posts, photos, notes, and videos, but nothing is visible until you (or another Site Coordinator) approve it. You can also:
- Edit posts before or after they’re published.
- Delete posts if needed.
- Approve only the ones you’re happy to share.
You can set up as many Team Members as you like, and it’s easy to manage. Staff are encouraged to post freely, while you stay in control via your Notifications tab, where approvals are quick and simple.
How can I set up volunteers on CareApp?
Volunteers can safely be part of CareApp too. Just like staff, you can set them up as Team Members. This means they can create posts, photos, and notes, but nothing is visible to families until you (or another site coordinator) approve it.
You also decide how much access they have:
- Full access: volunteers can see and create posts for all customers.
- Limited access: volunteers are only connected to the customer profiles you choose. They can only create and view posts for those specific residents.
Every Team Member's post requires approval before its visible to Family, and you can edit or delete posts at any time.
This lets you capture the wonderful contributions volunteers bring, while making sure families and volunteers only see the approved content.
How do staff know what kinds of things to post?
Staff can post anything related to residents, clients, or daily life that families or colleagues would enjoy seeing.
This could be photos, updates, little stories, or simply moments from their day with the residents/clients. Everyday contributions matter.
You can encourage your team to post and give them ideas!
Ask them to join our training webinars or see the online training guide, which includes examples and best practices.
Here’s a ready-to-use notice you can post internally for staff encouragement 👇
📌 Template Notice for Staff (Internal Only)
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Title: What to Post on CareApp 🌟 Body:
CareApp is our way of sharing the moments that matter most with families. Everyone has something valuable to contribute — from activities and meals to updates and little daily moments.
Here are some easy ideas to get started:
👩🎨 Lifestyle staff → daily activities, group programs, creative projects. 👩🍳 Kitchen team → meals, menus, “Today’s Special.” 🙏 Pastoral care / Chaplain → emotional and spiritual support. 🧑🤝🧑 Personal carers → daily updates, wellbeing checks, notes. 👩⚕️ Nurses & clinical staff → updates, documents, wellbeing checks. 🧑⚕️ Allied health → therapy notes, progress updates, wellbeing checks. 🤗 Volunteers → extra photos, stories, companionship moments.
Remember — families love seeing the little things just as much as the big things. Share photos, stories, or updates throughout your day.
Every post helps families feel connected and shows the wonderful work you do. Thank you for contributing to our CareApp community! |
🚀 Let's get your team on board!
Step 1: Invite your team
First things first — let’s get everyone set up on CareApp! This includes all staff, volunteers, and allied health professionals who interact with residents. The more people on board, the richer the updates for families.
Here’s how to do it:
- Go to the Members tab in CareApp.
- Click “Invite Staff” and start adding everyone you want on the platform.
- Check if anyone already has an account by searching in the Members tab — no need to send duplicate invites.
- Send the invites — and that’s it! They’ll get an email to set up their account.
Optional: Let your team know ahead of time with the Staff Announcement Template, so they’re expecting the invitation.
Step 2: Check devices
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It's important that staff have access to a device to use CareApp. Decide if you'll allow BYO devices or provide devices for the team.
- BYO (Bring Your Own) devices – If staff can use their own phones or tablets, this way, everyone can access CareApp easily, create posts, and stay connected — without waiting for a device to become available.
- Site-provided devices – If staff will use devices provided by your site, make sure there are enough devices for each team or member to access CareApp when they need it.
Once you know which devices will be used, make sure the CareApp app is downloaded from the Google Play Store or Apple App Store.
Don't have enough devices?
If you only have site-provided devices and there aren’t enough, reach out to your manager, team lead, regional lead, or IT team.
You can also contact CareApp support at hello@careapp.com.au, who can advocate for more devices if needed.
Step 3: Introduce CareApp
Now that your team is set up with accounts and devices, it’s time to make sure everyone understands what CareApp is and how to use it, what CareApp is for, how it helps families, and how staff can contribute.
Here’s how to do it:
- Post in CareApp about CareApp! - Share a friendly welcome message to your team. Include links to resources like training guides, webinars, and tips for posting.
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Title: Welcome to CareApp! 🎉 Hi Team, We’re excited to welcome you to the [site name] CareApp community! CareApp is our platform for sharing moments, updates, and stories with families — giving them a window into the wonderful care and activities happening every day, as well as sharing community information and updates.
Here’s what you need to know:
You can share anything related to residents or the community — photos, stories, daily updates, or highlights from your team. Your creativity is the limit! Need ideas or inspiration? Check out the CareApp staff guide and webinars for examples and tips. Let’s make CareApp a place where families feel connected and our community shines! |
- Bring it up in team meetings - Introduce CareApp during a staff meeting using the Staff Playbook: Staff Intro to CareApp on this guide. Use these slides to introduce your team to CareApp and highlight how everyone can use it to share updates and celebrate daily moments.
Step 4: Encourage and celebrate contributions
Remind your team to post on CareApp during staff meetings, handovers, and daily routines.
At first, you may need to encourage posting regularly until it becomes a natural part of your team’s work culture.
Every update makes a difference — whether it’s a photo, a note, or a quick check-in. Each post helps families feel connected, reassured, and recognised.
🌟 Recognition goes a long way!
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Here are a few simple ways to recognise your team for using CareApp so they feel valued and motivated to keep contributing:
- 📊 Print the Staff Export from the Insights tab on CareApp web – here's a guide
- Highlight staff who are doing well and hang it up in your staff room with an encouraging message, e.g.:
“Great work, team! I’ve highlighted the staff who contributed on CareApp this month. Well done, and a huge shoutout to [insert staff names] who smashed it this month!”
- Highlight staff who are doing well and hang it up in your staff room with an encouraging message, e.g.:
- 🏅 Assign CareApp Top Contributor badges – here’s a guide
- 📣 Post a Notice on CareApp celebrating your top contributors each month, like this one:
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Title: 🌟 Shoutout to our top contributors! 🌟 Body: A big thank you to everyone who has been posting on CareApp this month. Your updates make such a difference in keeping families connected and celebrating the amazing work we do every day. 👏 Special shoutout to our Top Contributors: [Name] [Name] [Name] Your posts brighten families’ days and show off the wonderful care in our community. Keep it up — every story, photo, and update helps our community shine! ✨ |
Step 5: Track progress
The Insights tab on CareApp Web is your best friend when it comes to tracking how your site is going.
The Overview screen gives you a snapshot of activity.
- Customers with Posts shows you if all residents/clients are receiving updates.
- Average Posts per Customer (KPI 4) tells you how many posts each profile is getting – we recommend keeping a close eye on this number.
👉 These two metrics help ensure every family feels connected and informed.
You can also check the By Staff page to see who’s contributing and how often. This is a great tool for:
- Guiding and supporting new staff to post more.
- Celebrating your consistent posters.
- Making sure every resident’s day is captured from different perspectives.
Tracking regularly helps you build strong habits and keep families engaged with a complete, well-rounded view of community life.
Support is ready when you are
🎥 Training Webinars – short, step-by-step guides to show CareApp in action
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📘 Staff Guide – printable reference for everyday use
📊 Insights Guide – see site activity & recognise top contributors
💬 Questions? We’re here to help:
hello@careapp.com.au | help.careapp.com.au
