Workforce management for Ontario disability support providers.
KareShift helps Passport Program and ODSP agencies manage their workforce, track participant funding, and stay compliant — with scheduling, GPS clock-in, worker compliance tracking, and progress notes in one platform.
No credit card required · No lock-in · Cancel anytime
Sound familiar?
If you're running an Ontario disability support agency, you're dealing with these every week.
Schedules in spreadsheets
Juggling worker availability, participant preferences, and Passport-funded hours in Excel. One missed visit creates a compliance headache.
Compliance tracking gaps
Worker Vulnerable Sector Checks, First Aid certificates, and mandatory training scattered across files. One lapsed document puts your agency at risk.
Paper timesheets
Workers text their hours at the end of the week. You re-enter them. No GPS record to resolve disputes about whether a visit actually happened.
Funding visibility gaps
You don't know how many Passport-funded hours have been delivered until you manually calculate it. Over-delivery creates recovery risk.
No real-time oversight
You don't know if a support worker arrived on time until the participant's family calls to complain — days after the visit.
Disconnected systems
Schedule in one app. Timesheets in another. Compliance in a spreadsheet. Participant records on paper. Nothing connects.
What you need to run your disability support agency
From scheduling to compliance and funding tracking — one platform, no spreadsheets.
Smart Scheduling
Drag-and-drop shift scheduling with availability checks, conflict detection, and Ontario shift presets. Community and residential support settings.
GPS Clock-In/Out
Workers clock in from their phone at the participant's address. GPS timestamp proves they were there. Automatic timesheet generation. Geofencing confirms they were on-site.
Worker Compliance
Vulnerable Sector Check tracking, First Aid expiry alerts, mandatory training completion. Block non-compliant scheduling automatically.
Funding & Hours Tracking
Track Passport-allocated hours vs delivered hours per participant. Know when a participant is approaching their funded allocation before you over-deliver.
Participant Records
Digital records for every participant. Funding type (Passport Program, ODSP, self-funded), support plans, goals, and progress notes in one place.
Progress Notes & Incidents
Workers log care notes and incidents from their phone after each visit. Managers review and approve. Full audit trail for MCCSS reviews.
In-App Messaging
Secure messaging with read receipts, group conversations, and push notifications. Built to support your PIPEDA and PHIPA obligations — replace WhatsApp groups.
Custom Forms
Build custom checklists, incident forms, and assessments. Workers complete on mobile. PDF export for records and Ministry audits.
eMAR — Medication Management
Full electronic medication administration records. Orders, rounds, PRN, controlled drugs, MAR chart, allergy alerts, error reporting. Full audit trail for Ministry documentation.
Shift Offers
Broadcast open shifts to available workers. They accept or decline from their phone. Fill vacancies without phone calls or text chains.
Geofence Verification
Verify workers are at the right address when they clock in. Objective attendance evidence for funding audits.
Travel & Mileage
Workers log travel between clients. Mileage logging at a configurable per-km rate. Export for reimbursement.
Recurring Shifts
Set up a regular support session once, repeat weekly, fortnightly, or monthly. Build your schedule in seconds.
Smart Worker Suggestions
When creating a shift, KareShift ranks available workers by history, compliance, and availability — so you always assign the best match.
Worker Availability
Workers set their own availability from their phone. Coordinators see real-time availability when building the schedule.
Participant Coverage
See which hours are covered for each participant and spot gaps before they become missed visits.
Visit Confirmation
Every timesheet carries GPS and clock-in evidence, with anomaly flags for geofence violations, time variance, and late submissions — verify visits happened before you bill.
Cancellation Policy
Calculate late-cancellation and no-show fees and add them to invoices. Set the late window, fee percentages, and who they apply to.
Leave Management
Workers request leave, managers approve. Automatically reflected in the schedule.
Worker Self-Onboarding
Invite a worker — they complete their own profile, upload compliance documents, and set availability. No admin data entry.
Analytics Dashboard
Shift fill rates, worker utilisation, compliance health, and funding delivery metrics at a glance.
Timesheet Exports
Payroll-ready timesheet exports in CSV, styled Excel, and PDF (Scale plan).
Voice Dictation
Workers speak their care notes between visits. No typing on a phone. Tap the mic, talk naturally, notes are saved.
Multi-Role Support
Coordinators who also do support shifts can switch roles instantly. One account, two views — no separate login.
See it in action
Real product screenshots — not mockups. This is what your team will use every day.
Owner Dashboard
Shifts today, compliance alerts, worker stats, Passport funding overview — everything at a glance.
Roster & Scheduling
Weekly shift calendar with participant-based scheduling, conflict detection, and Ontario shift presets.
Participant Records
All your participants — Passport funding allocations, support plans, goals, and linked workers.
Progress Notes
Workers log care notes from their phone after each visit. Managers review and approve with full audit trail.
Analytics
Shift fill rate, worker utilisation, compliance health, and funding delivery metrics.
Geofence Alerts
Automatic alerts when workers clock in outside the expected participant address radius.
Support Workers
Your full team — Vulnerable Sector Check status, First Aid, availability, hours this week.
Travel & Mileage
Mileage logging between clients at a configurable per-km rate.
Rostered vs Billed
Spot revenue leakage at a glance — rostered hours versus hours actually billed, per participant, with the shortfall highlighted.
Invoices
Draft, sent, paid and voided invoices in one list, with PDF, receipt and credit note actions.
Training Modules
Mandatory and optional training, overall compliance and who is due.
AI Progress Summary — Result
A written summary with highlights and areas to monitor. Staff review it before relying on it.
Shift Swap Requests
Pending swap requests with approve and reject.
Incident Detail
An incident with its status, details and the update trail of who did what.
Form Submissions
Completed forms on a participant's record, with signatures.
Up and running in minutes, not weeks
Sign up in 2 minutes
Create your account. No credit card, no sales call, no lock-in.
Add workers & participants
Import your team or add manually. Set up participant profiles and Passport funding allocations.
Create shifts & track time
Build your schedule, assign shifts, and let workers clock in with GPS verification.
Export for payroll
Payroll export on the Scale plan. Service delivery data to support Ministry and Passport reporting.
Purpose-built pricing for care providers
One price covers your whole team within your tier. No per-worker fees, no setup fees.
Starter
C$470/year + taxes — save 20%
Small agencies & solo coordinators
- Up to 5 workers
- Unlimited participants
- Scheduling & timesheets
- GPS clock-in/out
- Worker compliance tracking
- Funding & hours tracking
- Progress notes & incidents
- Leave management
- Analytics dashboard
- Participant coverage view
- Email support
Growth
C$950/year + taxes — save 20%
Growing agencies scaling their team
- Up to 20 workers
- Unlimited participants
- Everything in Starter, plus:
- Custom forms
- Invoicing
- Shift swap & replacement
- Penalty-rate overrides and holiday exclusions
Scale
C$2,390/year + taxes — save 20%
Established agencies with large teams
- 50 workers included (+C$5/worker + taxes after)
- Unlimited participants
- Everything in Growth, plus:
- Payroll export (CSV, Excel, PDF)
- Full audit trail (7-year retention)
- One-click data export
All prices in CAD, excluding applicable taxes. Applicable taxes vary by province and are calculated at checkout based on your billing address.
Frequently asked questions
No. KareShift is month-to-month. You can cancel anytime with no penalties or exit fees.
KareShift tracks Passport-allocated hours vs delivered hours per participant, generates progress notes, and produces payroll-ready timesheet exports (Scale plan). Direct Ministry data submission is not currently built in — exports are designed to support your existing reporting workflows.
KareShift's GPS clock-in verifies the worker is at the client's location using geofencing. Rosters and shift details stay viewable offline through the installable PWA. Recording a clock-in itself needs a live connection — in areas with no signal, the worker clocks in once connectivity returns.
90 days for up to 5 workers, no credit card required. The trial includes everything except payroll export, which needs a paid Scale plan.
Yes. KareShift has a dedicated LTC module with ADL charting, care plans, clinical observations, and MLTC-aligned compliance tracking. See KareShift for Long-Term Care →
All participant and care data is stored in AWS Sydney (ap-southeast-2, Australia). Data is encrypted at rest (AES-256) and in transit (TLS 1.2+). KareShift is built to support your PIPEDA and PHIPA obligations; transferring personal information outside Canada is a decision your organisation remains responsible for. We do not yet operate infrastructure in Canada. A Canadian data region (AWS ca-central-1, Montreal) is planned for organisations that require Canadian data residency. See our Privacy Policy for full details.
Ready to simplify your disability support agency?
Join Ontario disability support providers replacing spreadsheets with KareShift. 90-day free trial — no credit card, no lock-in.
Start Free Trial — No Credit CardQuestions? Email hello@kareshift.com