Easy CareApp Onboard
Written by Georgia Radcliffe
Updated at April 5th, 2024
Hello! A very warm welcome to CareApp - we are thrilled to welcome you and your team onboard!
First things first, there is a small army powering CareApp, and you can reach us any time via: hello@careapp.com.au
Please follow the below onboarding steps to get started with CareApp!
Step 1 - Join your CareApp community
Accept your CareApp invitation
Congratulations on getting started with CareApp! You have been sent an invitation to join your CareApp community.
Please go to your email inbox and find the email with the subject line "Join (Name of CareApp community) on CareApp". This email will appear in your inbox, spam, or junk folder.
Follow the prompts to create your password and log in to your CareApp account.
Click here to see how to accept a CareApp invitation
Don’t have a CareApp invitation yet?
Here's how to get one
Family: How do I get an account?
Don’t have a CareApp account yet? No worries — here’s how to get set up.
To use CareApp, your loved one’s care provider needs to send you an invitation link by email.
Two easy ways to get an invitation:
1. Ask your care provider
Call or email your provider and let them know you’d like to join CareApp. Be sure to include your name, your loved one’s name, and your email address.
Here’s a handy email you can copy:
Subject: Request for CareApp invitation
Dear [Care Provider’s Name],
I’m glad to hear that [site/service name] uses CareApp, and I’d love to be added to the community for [resident/client’s name].
Please use this email address [or insert another] for my CareApp account.Thank you,
[Your name]
2. Be invited by family
Already have a family member connected to CareApp? They can invite you directly. (See our article Family inviting Family for step-by-step instructions.)
What to expect
Your invitation will come from hello@careapp.com.au with a big orange button that says “Accept Invitation to CareApp.”
Here's what it looks like:
1. Find your invitation
- Check your email (including spam) for an invitation from CareApp hello@careapp.com.au.
2. Accept the Invitation
- Click the “Accept invitation to CareApp” button in the email.
3. Create or connect your account
- New to CareApp? Click “Create Account”.
- Already have an account? Click “Sign In With Existing Account” to connect this invitation.
4. Set your password
- Enter your First and Last Name and create a password.
- Type your password twice to confirm.
5. Complete signup
- Click “Complete Signup” to activate your account.
✅ You’re done!
- Scroll through your home feed to see posts.
- Explore the tabs to discover more features.
📹 Tip: Watch the short video below for a step-by-step guide and how to download the app.
Download CareApp on your device
Once you have successfully created your CareApp account you will receive a confirmation email with clickable links to download CareApp on your mobile or tablet. Use the links on the email to download CareApp to your device or simply search for "CareApp" in the app store.
Click here to see how to download the CareApp app
To use CareApp on your phone or tablet you must download the App from the App Store.
CareApp is free and easy to download. To download CareApp on your phone or tablet please follow the steps below.
Click on the tab below that aligns with what type of device you have:
Apple iPhone & iPad
If you have an iPhone or iPad follow the instructions below to download CareApp onto your phone or tablet.
- Tap on the 'App Store' app on your phone or iPad.
- Tap on the search bar.
- Enter 'CareApp' into the search bar and press 'Search'.
- Tap on 'Get' next to CareApp.
- You will now either need to enter your password for your Apple account or, if you have face recognition sign in with this.
- CareApp will now download onto your iPhone or iPad. This will appear as an app in your apps list on the home page of your device.
- Once the downloading is completed you will be able to tap on it and log into your CareApp account.
Android Phone & Tablet
If you have an iPhone or Tablet follow the instructions below to download CareApp onto your phone or tablet.
- Open the Google Play Store app on your phone or tablet.
- Use the search bar to search for 'CareApp'.
- Tap into CareApp.
- Tap 'Install'.
- CareApp will now download onto your device and will be available in your apps list.
- Once downloading is complete you will be able to tap on it and log into your CareApp account.
Login to your account
Congratulations! You have now successfully created your CareApp account and have downloaded CareApp on your device. You are now able to log in to your CareApp anywhere you like!
Log into CareApp on a computer at careapp.com.au or log in with your email address and password on the CareApp app on any device.
Please click here to see a guide on logging into your account.
Welcome to your CareApp community!
You are now logged into your CareApp account, Well done!
CareApp may look a little bare at the moment, but not to worry, we will fix that shortly!
Please move to step 2 once you are logged into your CareApp account.
If you are having issues logging into your account please contact us at hello@careapp.com.au for assistance.
Step 2 - Create Customer profiles for your care recipients
In this step, we will be creating profiles for your care recipients. These profiles are called "Customer profiles" on CareApp.
Once you have set up a Customer profile for each of your care recipients, you and your team will be able to start creating posts for them.
Click here to see how to add a new Customer profile | New resident or client
If you have a Provider Administrator or Site Coordinator account on CareApp you can add new Customer profiles to your CareApp community.
Create Customer profiles for your care recipients so you are able to connect families to their profiles and create posts on CareApp for them.
You can find all of your Customer profiles in the "Customer" tab on CareApp web and mobile.
CareApp Tip - Avoid Creating Duplicate Profiles
Before you create a new Customer profile, search for the care recipient's name in the "Filter" bar in the "Customers" tab to make sure you have not already set up a profile for this person. This will avoid making multiple duplicate profiles of the same person.
Please follow the steps below to create a new Customer profile on your CareApp.
Click the tab below that aligns with the type of device you are using CareApp on.
Mobile
- Tap the Customer tab
- Tap the "New" button on the Customer's page.
- Fill in the new Customer form with first and last name.
- Select the setting for the account.
- Fill in the optional profile information.
- Once completed tap the send button up in the top right of the screen.
- Your new Customer account has now been created! You are now able to update the profile photo, create posts for this profile and invite family members to join this member's community. Please click here to see how to invite family.
Web
- Go to the 'Customer' tab in the left side menu.
- Click on 'New Customer' at the top right-hand side of this screen.
- Add in their details (minimum required is their first and last name).
- Press 'Create Customer' at the top right-hand side of the screen.
- This Customer profile is now created. The profile is ready for posts to be created and to add family members.
Once you have added your care recipient's customer profiles please move on to step 3.
Step 3 - Educate your community on CareApp
Your CareApp community is almost ready for action! Your community will need to learn a little about CareApp before they jump in.
Below are some suggestions for how you can communicate to your community about CareApp.
Promote CareApp in a newsletter or email
Your community may require some information about CareApp. An easy way to provide this information is via email or newsletter.
Please click here to see our text templates - feel free to use these templates to educate your community members on CareApp. Simply download the template, enter your provider name into the empty fields and feel free to change any of the wording to your liking.
CareApp Marketing pack
You will be sent a marketing pack from CareApp. This will include fliers and posters for your to use to promote CareApp. Click here to see the resources library.
Team onboarding and training
CareApp is a very simple and easy-to-use app. It does not take long to get the hang of using CareApp, though some members of the team may require some training.
We have a few options available.
Live online training webinar
We have a calendar of training webinars that staff can register for and join online. Here you can ask any questions and we can assist you in getting started with CareApp. Please click here to see the calendar.
DeleteTraining guide & video
We have an online training guide that staff can follow to set up their account and learn how to use CareApp. It includes a few pre-recorded training videos. Please click here to see our training guide.
DeleteTeam member training slideshow
We have a slide show to assist you with training Team Members on CareApp. For more specific guidance please see the first two options. Click here to see the slide show.
DeleteCare Provider: What is a CareApp Champion?
What is a CareApp Champion? A CareApp Champion is a team member who is appointed ...
Step 4 - Invite your community Members
Welcome to step 4! Here we will be inviting members to join your community.
The members of your community consist of your care team, family, friends, or others you wish to keep in the loop on the care and well-being of your care recipients.
When inviting Members you will need to assign them a CareApp Role.
Click here to see CareApp Roles: Account types
CareApp uses role types to control what each user can see and do in relation to Customer profiles and app features. The higher the role’s access level, the more functions the user can perform.
Below is a breakdown of each role and a summary of their capabilities — ideal for when you’re inviting team members or changing roles.
CareApp Roles & Permissions
Select from the roles below:
Customer (Self)
This account type is purely for the care recipient themselves, so they can interact and create posts on their profile.
| Permission | Can Do |
|---|---|
| View own feed and posts | ✅ |
| Access wellbeing checks, documents, and links * | ✅ |
| Create and post wellbeing checks, documents, links | ✅ |
| Comment on posts and interact with others | ✅ |
| View other customers’ info | ❌ |
| Moderate or manage community | ❌ |
* Customers can access wellbeing checks, documents, and links only if they have been selected as a recipient.
What does CareApp look like for a Customer (Self) Account?
Home page
Family Follower
The Family follower role in CareApp allows relatives of a care recipient to stay connected and engaged without having full access to additional care-related information such as wellbeing checks, documents, and links
Family roles are assigned per customer profile, meaning a family member can only see the profile(s) they are specifically connected to. Both roles can receive video chats and engage with posts.
For more details on family roles, see Guide to Family Representative & Family Follower Roles.
1. Family Follower
| Permission | Can Do |
|---|---|
| View posts, photos, videos, notes on connected profile(s) | ✅ |
| View notices that include them as a recipient | ✅ |
| Heart/react to posts | ✅ |
| Comment on posts | ✅ |
| Receive video chats | ✅ |
| View wellbeing checks, documents, links | ❌ |
| Create posts | ❌ |
| Invite other family members | ✅/❌* |
* Ability to invite other family members depends on provider settings.
DeleteFamily Representative
Family Representatives are family members who are actively involved in a care recipient’s support. Unlike Family Followers, they can access additional care-related information such as wellbeing checks, documents, and links (but only if they have been added as a recipient).
This role is ideal for family members who need more insight into the care of their loved one while still maintaining privacy and restricted access.
For more details on family roles, see Guide to Family Representative & Family Follower Roles.
| Permission | Can Do |
|---|---|
| View posts, photos, videos, notes on connected profile(s) | ✅ |
| View notices that include them as a recipient | ✅ |
| Heart/react to posts | ✅ |
| Comment on posts | ✅ |
| Receive video chats | ✅ |
| View wellbeing checks | ✅ |
| Access documents and links (if recipient) | ✅ |
| Create posts | ❌ |
| Invite other family members | ✅/❌* |
* Ability to invite other family members depends on provider settings.
What does CareApp look like for a Family Representative?
Home page
Team Member
The Team Member role is a general staff account for any team or staff members who want to create posts, connect with customers, and engage with what’s happening at the site. This role is ideal for staff, volunteers, or support workers who need access to customer profiles and site content but do not share posts directly with family.
All posts created by Team Members must be approved by a Site Coordinator before they are visible to family members. This gives you the freedom to invite almost any staff member without worrying about mistakes or inappropriate posts being shared externally.
| Permission | Can Do |
|---|---|
| Create posts, photos, videos, notes | ✅ |
| Share posts with family | ❌* |
| View customer profiles | ✅* |
| Comment on posts | ✅ |
| Heart/react to posts | ✅ |
| Create video chats | ✅ |
| Access documents and links (if recipient) | ✅ |
| Be part of the community | ✅ |
| Receive notices (if selected as recipient) | ✅ |
| Create notices | ❌ |
| Post links or documents | ❌ |
| Create wellbeing checks | ✅ |
| Invite team members or family members | ❌ |
* Conditional permissions:
Share posts with family: Posts must be approved by a Site Coordinator before being visible to family.
View customer profiles: Can be limited to specific profiles, or set to access all customers (common setting is full access).
What does CareApp look like for a Team Member?
Home page
Site Coordinator
Site Coordinators have the highest level of access at a site level. This role is ideal for team leaders or CareApp Champions who manage content, oversee staff, and moderate activity at their site.
Site Coordinators can do everything a Team Member can do — create posts, comment, heart/react, access customer profiles, and create wellbeing checks — plus they can share posts with families, moderate content, manage members, and access site-level insights and reports.
For more details, see the Guide for CareApp Champions.
| Permission | Can Do |
|---|---|
| Create posts, photos, videos, notes | ✅ |
| Share posts with family | ✅ |
| View customer profiles | ✅ |
| Comment on posts | ✅ |
| Heart/react to posts | ✅ |
| Create video chats | ✅ |
| Access documents and links (if recipient) | ✅ |
| Be part of the community | ✅ |
| Receive notices (if selected as recipient) | ✅ |
| Create notices | ✅ |
| Create question posts | ✅ |
| View insights dashboard | ✅ |
| Export site reports | ✅ |
| View feedback from family | ✅ |
| Manage members (invite, role change, deactivate accounts) |
Provider Administrator
Provider Administrators have the highest level of access across all sites within a provider. This role is ideal for organisational leaders or CareApp Champions who manage multiple sites and need provider-wide oversight.
Provider Administrators can do everything a Site Coordinator can do at a site level — create posts, moderate content, manage members, share posts with families, access customer profiles, and view insights — but they can perform these actions across all sites.
In addition, Provider Administrators have access to the Administration menu, where they can:
View provider-level insights for all sites together
Manage customers, members, and notices at a provider level
Export reports covering all sites in one file
For more details, see:
| Permission | Can Do |
|---|---|
| Everything a Site Coordinator can do | ✅ |
| Access all customer profiles across all sites | ✅ |
| Share posts with family across all sites | ✅ |
| Comment on posts | ✅ |
| Heart/react to posts | ✅ |
| Create video chats | ✅ |
| Access documents and links (if recipient) | ✅ |
| Be part of the community | ✅ |
| Receive notices (if selected as recipient) | ✅ |
| Create notices | ✅ |
| Create question posts | ✅ |
| View insights dashboard for all sites | ✅ |
| Export provider-level reports | ✅ |
| View and manage customers at provider level | ✅ |
| View and manage notices at provider level | ✅ |
| View and manage members at provider level | ✅ |
Invite members to your community
First, invite your care team to CareApp as a Team Member or Site Coordinator.
Click here to see how to invite members to your community
Adding your team is quick and easy, whether they’re staff, volunteers, or support workers. Once added, your team can contribute to your CareApp community.
Here’s how to add your team to CareApp:
Mobile/tablet
-
Open the Side Menu (top left, three lines). -
Tap Members. -
Tap the + person icon (top right). -
Enter your team member’s email address (and an optional ID). - Tap Continue.
-
Select the role for this team member (e.g., Staff, Site Coordinator).
Learn more about CareApp Roles -
Choose whether they can access all residents or specific residents. - Tap Continue and review the details.
-
Tap Send Invite.
✅ Your team member will receive an email invitation to join CareApp.
Web
- Go to the Members tab (left-hand menu).
- Click Invite Staff (top right).
- Enter your team member’s email address (and optional ID).
- Select the role for this team member.
Learn more about CareApp Roles
- Choose whether they have full access to all residents or limited access.
- Click Send Invitation.
✅ Your team member will get an email invitation to join CareApp.
DeleteGetting your team on board
👋 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)
|
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.
|
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:
|
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
Invite Family to your community
Once you are ready you can invite family to connect to your Customer profiles.
CareApp Tip
Create some content on CareApp before you invite family so they have something on their account when they first log in.
Click here to see how to invite Family to CareApp
Inviting family members to CareApp helps build a strong and connected care community. When families are included, they can stay informed, feel reassured, and engage more meaningfully with their loved one’s care.
Who Can Invite Family Members?
The following roles can send invitations to family members:
Site Coordinators
Provider Administrators
Family roles (if permitted by provider)
How to Invite a Family Member to CareApp
Mobile
1. Navigate to the Customers tab.
2. Search for the Customer’s name by entering it in the Filter search bar or scroll through the Customer list.
3. Tap on the Customer's name to open their profile.
4. Tap the Community tab.
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6. Enter the Family member’s email address.
7. Tap Invite via email.
8. Select the role type and then tap Add to community.
Invitation Sent!
The Family member will receive an invitation in their inbox (check spam/junk if they don’t see it).
Web
Navigate to the Customers tab in the left-hand menu.
Search for the customer by name using the Filter search bar.
Click on the Customer’s profile.
Click the Community tab.
Click Add to community.
Enter the Family member’s email address.
Select the role type.
Click Invite User.
Invitation Sent!
The Family member will receive an invitation in their inbox (check spam/junk if they don’t see it).
Invite Family at Any Time (We Recommend Inviting Everyone)
You can invite family members to CareApp at any stage — whether you’re just getting started or adding more people over time.
We recommend inviting all family contacts you have on file, even if they haven’t specifically requested access. Family members can choose whether or not to join by accepting the invitation email.
Why this works well:
Families can opt out by simply ignoring the invitation
It helps avoid delays or missed connections later
It supports inclusion and transparency for families
If you’re inviting multiple family members at once, you may wish to follow up with a general email letting families know to expect a CareApp invitation and what it’s for.
You can also use CareApp’s ready-made communication resources, posters, and templates to support this:
👉 Care Provider: Promoting CareApp to Family
Inviting Family as You Go
You can invite family members to CareApp at any time — there’s no “right” or “wrong” stage to do this. Many providers invite family gradually as details become available or as relationships evolve.
You might invite family members:
When new contact details are provided
When a family member asks for access
When care arrangements or involvement change
Simply follow the same invitation steps above whenever you’re ready.
Can Family Members Invite Other Family?
Whether family members can invite other relatives is an organisation-level setting.
By default:
Family members cannot invite other family members
If this setting is enabled:
Family members can easily invite additional relatives themselves
They can invite as many family members as they like
This helps reduce administration and removes bottlenecks for staff
Many providers still choose to invite family directly, especially during initial setup, and then use this setting as an ongoing option to support families as their networks grow.
If you’d like this setting enabled or changed, contact CareApp Support, and we can update this for your organisation.
For Family Members: How to Invite Other Family
If this feature is enabled, families can follow this guide:
👉 How Do I Invite My Family Member to CareApp? (Guide for Family)
FAQ
Do family members need to accept the invitation?
Yes. A family member must accept the email invitation to create their CareApp account.
DeleteWhat if a family member doesn’t want to join?
They can simply ignore the invitation email. No account is created unless they accept.
DeleteCan we resend an invitation?
Yes. You can resend an invitation at any time if a family member missed or deleted the original email.
This is done in the members tab - invitaitons page or on the customer profile - community.
DeleteWhat if my family invitation isn’t working?
Family invitations should work if you have entered a valid email address for the recipient. If a family member isn’t receiving their invitation, here’s what to check:
Ask them to check their spam or junk folders.
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Resend the invitation if it still hasn’t arrived:
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On CareApp Web (computer):
Go to the Members tab.
Open the Invitations page.
Find the invitation and click Resend.
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Alternatively:
Go to the Customer Profile they were invited to.
Open the Communities tab and scroll to the bottom to see all pending invitations.
You can also search for them in the Members tab.
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Check if the invitation has already been accepted.
Sometimes family members forget or don’t realize the setup is complete. Searching in the Members tab can confirm if they already have an active account.
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Email delivery issues.
In rare cases, a family member’s email provider may have blocked or bounced the invitation.
If the family still cannot access their invitation after these steps, contact CareApp Support for assistance.
DeleteHow Many Family Members Can Be Added to a Customer Profile?
You can invite unlimited Family members to a Customer’s profile. There is no limit!
DeleteWhat Posts Will Family See?
Family members will only see posts that are:
Shared with them by the Provider Administrator or Site Coordinator.
Related to their loved one(s) they’re connected to on CareApp.
How to See Who Can See Posts on CareApp
Go to the Customer Profile via the Customers tab.
Click on Communities.
Scroll to Community Members — this list shows all staff, Family, and Customer accounts who can see posts for that Customer profile.
Why invite Family to CareApp?
CareApp provides a personalised and reassuring window into the care and wellbeing of your loved ones.
It allows families to stay connected, even with geographical challenges and busy lives, through secure and private communication.
With CareApp, care providers can easily share:
Messages, photos, and videos
Documentation, notices, and events
Newsletters and updates
This enhances communication, ensuring families are involved with their loved one’s care — it’s simply beautiful care.
Delete
Great work! When you have invited all of your members to join your CareApp community please move on to step 5.
Step 5 - Happy content creating!
Create your first posts
Your CareApp community is ready for its first posts!
To start with, we recommend creating Notices to share with all user groups, creating Photo Posts and Wellbeing Checks for each Customer profile.
This will set a great foundation for your Customer profiles and will give a great user experience for members who are logging in for the first time.
Get your team creating
Encourage your team to start posting on CareApp! See below for some easy ideas for posting on CareApp.
Create Notices
Notices are a really great way to get information out to a lot of people at one time. Notices can be sent to any user group and be pinned at the top of the home screen for easy access and viewing.
Please click here for a guide on posting notices.
Ideas for notices:
- Newsletter
- Photos from a special function or day
- Staff schedules
- Activities schedule
- Reminders
- Menu update
- Family information
- Announcements
- Policy Updates
- Staff reward and recognition announcements
Photo Posts
The most popular post to make on CareApp is the photo post. As the saying goes “a picture is worth a 1000 words”.
A photo shared on CareApp with the family can really give families peace of mind about their loved one's wellbeing and care.
Please click here for a guide on creating Photo posts.
Ideas for photo posts:
- Photos during lifestyle activities
- Photos during mealtime and afternoon tea
- Daily check-in photo
- Photo with visitors
Wellbeing Check
A wellbeing check is a very quick and easy way to give updates on your customers.
It only takes 10 seconds to do and it is an extremely powerful way to create updates on the wellbeing of a customer.
A wellbeing check can be used as an internal tool or can be shared with family as a reassuring window into the day of their loved one. This is an organisation setting in the background of CareApp.
Please click here for a guide on creating Wellbeing Checks.
DeleteCongratulations!
Congratulations you have completed Easy CareApp Onboarding!
Print our Weekly CareApp Champion Checklist for your CareApp Champions to check off each week to keep your CareApp running smoothly!
Weekly checklist for CareApp Champions.docx
Do not hesitate to contact us via: hello@careapp.com.au or visit help.careapp.com.au for guides and support.
