Dashboard
Active Caregivers
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Total Clients
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Visits Due (30d)
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Supervisory
Expired Documents
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Immediate action
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My Account
Your personal profile and login details
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Agency
Your organization details
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App Preferences
Display and notification settings
Switch between light and dark theme
Auto-logout after inactivity (applies to all users in your org)
Optional — displayed before each caregiver code. Leave blank to use no prefix.
Optional — displayed before each client code. Leave blank to use no prefix.
Track documents for clients (Photo ID, SS Card, Insurance Card)
Show bell alerts for expiring documents
Enabled
Show bell alerts for overdue supervisory visits
Enabled
Sign Out
End your current session
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Help & Feature Guide
Learn how to use every feature in HHOcare, or reach out to our team for personalized support.
Feature Guide
Dashboard
Your home base. The dashboard shows live compliance metrics, document expiry alerts, open tasks, and recent supervisory visits at a glance. The bell icon in the top bar surfaces the latest notifications — click it to expand the full panel.
Compliance Score
Found under Compliance in the sidebar. Your score (0–100%) is calculated from three factors: percentage of documents current, supervisory visit completion, and open overdue tasks. A trend arrow shows how your score changed since last month. Use the "Fix Now" action buttons to jump directly to issues.
Caregivers & Clients
Switch between list and card views using the icons in the toolbar. Use the search bar and filters to narrow results. The Select button activates bulk mode — click records to select them, then choose an action: change status, export to CSV, or archive. Pagination controls at the bottom let you adjust how many records display per page.
Compliance Alerts
Tracks documents expiring within 30 days and those already expired. Documents are color-coded: red = expired, orange = expiring within 7 days, yellow = within 14 days. Click any alert to open the caregiver's document record.
Email Notifications
HHOcare sends two types of automatic emails: Task assignment emails — sent immediately when a task is assigned to a staff member, and Daily compliance digests — sent to all Admin users every morning at 8 AM EST. The digest lists all expired documents, documents expiring within 30 days, and overdue tasks in a single email per organization.
Two-Factor Authentication (2FA)
Every login requires email verification. After entering your password, a 6-digit code is sent to your email address. Enter the code within 10 minutes to access the portal. You can request a new code using the Resend button if needed. This applies to all users on every login — it cannot be disabled.
Password Security
Passwords expire every 90 days. When your password expires, you will be prompted to set a new one before you can access the portal — this screen cannot be skipped. Passwords must be at least 8 characters and include uppercase, lowercase, a number, and a symbol. You can also update your password anytime under Settings → Security.
Session Timeout
Users are automatically logged out after a period of inactivity to protect sensitive data. Admins can configure the timeout threshold under Settings → App Preferences (options: 15, 30, 60, or 120 minutes). A warning modal appears 60 seconds before the session ends, giving users a chance to stay logged in.
PDF Audit Reports
Available on the Audit Log page. Click Download PDF to generate a branded report of all audit records currently shown (respects your active filters). The report opens in a new tab — use your browser's print dialog and select Save as PDF. For best results, choose Landscape orientation and enable background graphics.
Audit Log
A complete, tamper-evident record of every action taken in the portal — logins, record changes, exports, and more. Use the filters to narrow by user, action type, or search keyword. The audit log is read-only and cannot be modified. Admins can export any filtered view as a PDF report.
System Broadcasts (Admin)
HHOcare SuperAdmins can send system-wide announcements that appear as a banner inside the portal. Broadcasts can target All Companies or a specific organization. They automatically expire after the number of days you set (default 7). Users can dismiss the banner — it won't reappear until the page is reloaded. Broadcasts are managed under the SuperAdmin dashboard.
User Management
Found under Users in the sidebar (Admin only). Invite new users by entering their name and email — they receive an email with a login link. Assign roles: Admin (full access) or Staff (read + limited write). You can block or remove users at any time. All user actions are recorded in the Audit Log.
Frequently Asked Questions
How do I add a new caregiver?
Navigate to Caregivers in the sidebar and click Add Caregiver in the top-right toolbar. Fill in the required fields and click Save. The caregiver will appear in the list immediately.
How do I upload a document for a caregiver?
Go to Documents, click Add Document, and select the caregiver from the dropdown. Set the document type and expiry date. HHOcare will automatically track the expiry and alert you as it approaches.
Why am I being asked for a verification code every time I log in?
HHOcare uses two-factor authentication (2FA) on every login to protect your organization's data. A 6-digit code is sent to your registered email. This is mandatory for all users and cannot be turned off.
Why was I logged out automatically?
Session timeout is active to protect sensitive data. After a period of inactivity (set by your Admin — default is 30 minutes), the system logs you out automatically. You'll see a 60-second warning before this happens. Admins can adjust the timeout under Settings → App Preferences.
How do I export caregiver or client data?
Use Bulk Select on the Caregivers or Clients page — click the Select button, choose your records, then click Export. This downloads a CSV file with the selected records. For a full audit export, use Download PDF on the Audit Log page.
I didn't receive the daily digest email. What should I check?
Daily digests are only sent when there are active issues (expired documents, expiring documents, or overdue tasks). If everything is in good standing, no email is sent. Also check your spam or promotions folder for emails from notifications@mail.hhocare.com.
Can staff members see all data?
Staff users have limited access — they can view records and add notes but cannot add, edit, or archive caregivers, clients, or documents. Only Admin users have full write access. Permissions are managed under Users in the sidebar.
How do I request all data for my organization?
Email sales@hhocare.com with your organization name and the data you need. We'll provide a full export within 5 business days. This covers all caregivers, clients, documents, visits, tasks, and audit logs.