Care groups

The group is the heart of CarePilot: the shared space where you and the rest of the caregivers organize yourselves to care for one person without stepping on each other or repeating things. Think of it as a common table you all sit around — whether you’re family, professionals or, at the beginning, just you on your own — so each person knows what has already been done, what’s missing and how the person is doing. Everything lives in here: their details, their medications, their appointments, the notes you leave… and, above all, who takes part and what each person can do.

There’s no need to memorize it. This guide walks you calmly through every part of the Group tab, which is where all of the above is managed.

The Group tab

The Group tab sits in the bar at the bottom of the screen and is the command centre of whichever group you have open at the time. Going in, you see, without having to look anywhere, everything important at a single glance:

• The person being cared for, with their medical details in view (so you don’t go around remembering them by heart).
• The group’s members and each one’s role (that is, the part each person plays).
• Quick access to medications, appointments, documents, expenses, notes and tasks, to get into each one with a tap.
• The activity log, a sort of diary that keeps noting the latest things the group has done, so nobody misses what happened while they weren’t looking.

The person being cared for

The first thing you see when you come in, at the very top, is a highlighted card with the person you all care for and their most important details always in view.

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Look at the care recipient card

The card gathers the person’s name and age and a grid with their key details: blood type, weight, allergies, conditions, a family member’s phone and the emergency number. The idea is to have them always at hand, because they’re exactly what you may suddenly be asked for at a bad moment (in the emergency room, over the phone…) and what’s hard to recall from memory. Any optional details you don’t fill in simply aren’t shown on the card, so you’ll only see what you’ve actually entered; you can complete them whenever you have a moment.

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Edit the care recipient's details

Got something wrong, or have a new detail (a change in weight, a newly discovered allergy…)? If you’re the organizer, tap the edit icon edit («Edit group details») and the form will open for you to complete or correct whatever you want. It’s the same form you filled in when creating the group, so there’s nothing new to learn: change what you need and save.

Members and roles

Right below the person being cared for, all the people who make up the group are listed. Each one appears with their photo (avatar), their name — with a «(you)» next to it so you can spot which one is you — and a tag stating their role, which is simply the part that person plays within the group. And if someone is in charge of the care at that moment (they hold the active turn), you’ll see them marked with a green check, so at a glance you know who is keeping watch right now.

The role decides what each person can touch, and in CarePilot there are three. Don’t fret, they’re easy to tell apart:

• Organizer — the person who created the group. They’re in charge of everything: they have all the permissions and they’re the only one who can change other people’s roles or delete the group. Out of the box they’re also the only one who can invite new people, although that particular permission can be granted to another member if it suits them (you’ll see it further down, in the advanced permissions). If you set up the group, this is you.
• Caregiver — takes part in the day-to-day care: they can write down medication, appointments, tasks, notes and expenses, depending on what the organizer lets them do. It’s the role of someone who truly lends a hand.
• Observer — can see everything, but without touching anything (no changing or adding). It suits someone who just wants to stay informed, like a relative who lives far away. It’s the role everyone who joins gets by default, until the organizer decides to grant them more.

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Open a member's profile

If you’re the organizer and want to change someone’s role or permissions, you only have to tap that person in the member list: their role and permissions editor will open, which is where you adjust what they can do. Your own entry isn’t editable: as the organizer you have all the permissions and they can’t be changed, so here you only adjust the other members’.

Inviting someone to the group

Caring together is more bearable, so at some point you’ll want to add another person to the group (another relative, a professional caregiver, whoever). For them to get in, you have to give them an invitation code: a sort of short password the other person types into their phone to join your same group. One important thing for your peace of mind: each code is single-use. As soon as someone uses it, it deactivates itself and CarePilot automatically prepares a new one, so nobody can sneak in later with a code that’s already been used.

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Open the invitation and share it

In the Members section (the list of people we talked about before), tap the invite icon person_add. The «Invite» sheet will open with a large, clearly visible code of the ABCD-EFGH kind: that’s the one the other person needs. To get it to them you have three ways, pick whichever suits you best:

• share Share — opens the phone’s usual menu to send it by WhatsApp, SMS, email, etc., with a message already prepared; you just choose who to send it to.
• content_copy Copy — copies the code to paste wherever you like, in case you prefer to send it your own way.
• qr_code_2 Show QR — displays a QR code on your screen so the other person points their phone camera at it and joins without typing anything. Very handy if they’re right beside you.

Each member’s permissions

Permissions are simply the list of things you let each person do. The role already sets a starting point, but sometimes you want to fine-tune («let them write down appointments, but not delete anything», for example). That’s what the permissions editor is for: it opens when you tap a member and lets you decide in full detail what they can and cannot do. You’re not obliged to touch anything here: if what each role comes with works for you, you can leave it as is.

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Choose the role and what they can create

At the very top, with the Caregiver · Observer selector, you choose that person’s general part. (The Organizer role doesn’t appear in the selector: it belongs only to whoever created the group and can’t be handed over to someone else.) It’s the quickest way: when you change the role, the permissions below readjust themselves to what’s most usual for that role. For example, setting it to Caregiver switches on at once the typical things for someone who lends a hand.

Just below, in «Can create» you can go finer and decide one by one the things that person will be able to add to the group: medication doses, medical appointments, care tasks, notes and recording expenses. Each one has its own switch. So, for example, you can let someone write down expenses but not touch the medication, depending on each person’s trust and part to play.

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Fine-tune actions and advanced permissions

There are two more sections, folded away so as not to overwhelm, but you can open them if you need to. In «Actions» are the strongest permissions: editing and deleting any data, and marking things as completed; grant the edit and delete ones only to those you truly want able to change or erase things, because they’re the most delicate. And in «Other» you decide whether that person can use the AI scanner (the one that reads prescriptions and receipts with the camera), take the care turn or invite new members.

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Save or remove the member

When you have it to your liking, tap save and the changes apply instantly for that person. And if at some point someone should no longer be in the group, from this same screen you can «Remove member» to take them out. Don’t worry about tapping it by accident: the app will ask you to confirm before doing it.

Quick access to everything

Below the members you have some quick access cards to get into each part of the care with one tap, and each one gives you a little preview of what’s inside.

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Medical and general resources

In «Medical resources» you have Medication, Appointments and Documents; in «General resources», Expenses, Notes and Tasks. Each card shows a quick summary — for example «4 in total» or «No notes yet» — and, when tapped, takes you to its screen. Each one has its own guide: Medication, appointments and tasks, Documents, Expenses and Notes. And just below these cards you have the «Weekly report», which we’ll look at next.

The weekly report

The «Weekly report» is a summary of how the week has gone at a glance: ideal for getting a quick picture without going in to check item by item.

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Check the week's summary

Tapping it opens a screen with the week’s tally: how many things were completed and how many were missed, the completion rate, a breakdown by type (doses, appointments, tasks) and the totals for expenses, notes and turn changes. With the arrows at the top you can move to other weeks. You have the full detail in the Reports guide.

Recent activity

At the end of the screen is the «Recent activity», a sort of diary that keeps noting the latest things each member of the group has done, so nobody misses what happened while they weren’t looking.

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See the latest happenings

Each line tells you who did what and when («Lucy · completed Dose Paracetamol 500mg · 3h», «Peter · joined the group»…), from newest to oldest. It’s the way to catch up at a glance when you open the app.

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Open the full history

If you want to see more, tap «View full activity log» and a screen opens with the group’s entire record. At the top you have a search box (by action or member) and some filters — «All», «Routines», «Completions», «Members»… — they don’t all fit on the screen at once, so swipe the filter row towards the right to see the rest and keep only what interests you.

Managing your groups

If you end up with several groups, you’ll appreciate one place to see them all together and handle them. That place opens with the settings icon settings on the Group tab: there you have your group list, a screen where you administer all the groups you belong to in one go.

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Switch, create or leave a group

Switch the active group. To move to another group, simply tap the one you want in the list and it becomes active (it will be the one shown across the rest of the app). Next to each group your role in it appears, so you know at a glance whether you’re an organizer, caregiver or observer.

Create or join more groups. From this same list you can start a new group with «Create new group» (for example, if you start caring for another person) or enter an existing one with «Join another group» using a code.

Leave or delete a group. Here there are two paths depending on your part: if you are not the organizer, you’ll see the leave icon exit_to_app, which takes you out of the group (you lose access, but the group goes on for the others). If you are the organizer, you’ll see the delete one delete, which deletes the entire group: there’s no way back and it removes routines, notes, expenses and members all at once, so CarePilot will ask you to type the group’s name to confirm.

Joining another group

You’re not tied to a single group: you can belong to several at once without any mess. This happens more often than it seems. For example, if you care for two different people (each one has their own group), or if besides your group you’re added to one organized by someone else to lend a hand. The app keeps them separate, so the things of one don’t mix with the other’s.

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Paste the invitation code

When someone invites you to their group and gives you a code, open «Join another group», type in the code they shared with you and tap «Join group». And that’s it, you’re now part of that group. You’ll join as an Observer (you’ll be able to see everything but touch nothing), the same as with any invitation; if needed later, that group’s organizer can grant you more permissions.

When a group becomes «read-only»

One day you might open a group and find it won’t let you change anything. Don’t be alarmed, it isn’t broken: most likely it’s in read-only mode, and here’s why it happens and what to do.

CarePilot has Free, Plus and Pro plans, and each one sets how many groups you can be the organizer of at once. If a group’s organizer moves down a plan and ends up over their limit, that group freezes into read-only mode: it’s still all there, everything can be checked as usual, but for the time being nothing can be modified or added. It’s a pause, not a deletion.

You’ll know because a «Group in read-only mode» banner appears explaining the situation, and what you can do depends on your part:

• If you’re the organizer, you can keep viewing the content, delete the group if you no longer want it, or reactivate it by upgrading your plan with the «Upgrade to reactivate» button, which makes it editable again just as it was.
• If you’re a guest (you don’t organize it), you can calmly keep checking the content or leave the group if you prefer. Reactivating it isn’t up to you: that’s the organizer’s call.