Workforce & client management for care agencies

Less admin.
More care.

Colabr8 handles the documentation, timesheets, and visit verification — so your caregivers spend their hours with clients, not paperwork.

Book a demo See how it works
A home care aide sitting and talking with an older woman in her living room
~5 hrs / week
given back to each caregiver
Built for HIPAA workflows
Visit verification
Detailed audit trails
Hosted on AWS
The features that matter

Everything that quietly eats your team's day — handled.

Three things slow every care agency down: writing notes, tracking hours, and onboarding people. Colabr8 takes each one off your plate.

Case notes & AI summaries

Notes that write themselves up.

Caregivers speak; Colabr8 turns it into a clean, structured case note. Every shift ends with an AI summary that surfaces what changed and what the next caregiver needs to know.

  • Voice-to-text notes in seconds
  • AI shift summary at every handover
  • Attention items flagged automatically
AI shift summary
Dorothy stable today. Ate well at breakfast, lunch partial. Tearful this morning — suggest family call. Pain med due 17:00.
Stable Low mood
Voice note
Transcribed automatically
09:45
Care note added
Declined bath, opted for wash
09:46
Verified hours

Hours you can bill with confidence.

Every clock-in is confirmed with on-device face recognition and GPS — the right caregiver, at the right place, at the right time. No buddy-punching, no timesheet disputes, no visit verification headaches.

  • Face + GPS verification at clock-in
  • No biometric data stored on our servers
  • visit verification-ready records, no manual cleanup
Face verified
Sarah Lopez · clock-in confirmed
Location confirmed
At client address · 08:02 AM
visit verification record created
Ready to bill · no cleanup needed
Workforce

Onboard caregivers in days, not weeks.

Credentials, scheduling, availability, and compliance — all in one place. Take on more clients without growing your back office.

  • One place for your whole workforce
  • Credential & compliance tracking
  • Scheduling and availability built in
Maria Santos
CNA · credentials current
Active
Shift scheduled
Tue 8:00–16:00 · Dorothy M.
License renewal
Reminder sent · due in 30 days
Everything your agency runs on

One platform. No more juggling tools.

The day-to-day back office, handled — so Colabr8 replaces the patchwork instead of adding to it.

Scheduling & shift coverage

Fill open shifts fast when a caregiver calls out — open shifts and swapping built in.

Timesheets

Accurate timesheets straight from verified clock-ins — no chasing, no guesswork.

Credentials & compliance

Track licenses and credentials with renewal reminders, so nothing ever lapses.

Training & certification

Onboard and upskill caregivers with courses and quizzes, right in the platform.

Intake & referrals

Manage your referral pipeline and turn new inquiries into clients.

Our impact

The point of all of it: more time for care.

Real outcomes from agencies running on Colabr8.

~5 hrs
saved per caregiver each week
100%
of visits verified at clock-in
Days
to onboard a new caregiver
1
platform for the whole agency
"
We stopped paying for hours that weren't worked, and my coordinators got their evenings back. The notes practically write themselves now.
L
LindaOwner · Home Care Agency
Ready when you are

See Colabr8 with your own clients.

A 20-minute walkthrough with your real workflows. No slides, just the platform.

Book a demo
How it works

A caregiver's day, made simpler.

Colabr8 fits the way your team already works — it just removes the friction at every step, from the first clock-in to the office closing out the day.

On the caregiver's phone

Three taps, not three forms.

1

Clock in, verified.

The caregiver arrives and clocks in with a quick face scan. GPS confirms they're at the client's home before the camera even opens — so every hour starts accurate, and visit verification is captured without a thought.

  • Face match on the caregiver's own device
  • Location confirmed at the client's address
Face verified
Sarah Lopez · clock-in confirmed
Location confirmed
At client address · 08:02 AM
2

Document by voice.

Through the visit, caregivers just speak. Colabr8 transcribes and structures each note into the activity feed — no squinting at a tiny keyboard, no notes scribbled to type up later. It's captured the moment it happens.

  • Speak notes, vitals, and tasks hands-free
  • Everything lands in one activity feed
Voice note
Transcribing…
09:45
Care note added
Declined bath, opted for wash
09:46
Vitals recorded
BP 132/78 · HR 74
10:10
3

Hand over, summarized.

At shift end, an AI summary pulls the day together — what changed, what was missed, what the next caregiver needs to know. The incoming aide and the office are up to speed in seconds, not a phone call.

  • AI shift summary written automatically
  • Anything needing follow-up is flagged
AI shift summary
Dorothy stable today. Ate well at breakfast, lunch partial. Tearful this morning — suggest family call. Pain med due 17:00.
Stable Low mood
Attention item created
Heel dressing — nurse review tomorrow
Meanwhile, in the office

Your coordinators see it all, live.

Every clock-in, note, and summary flows straight to the admin side — so the office is never waiting on a caregiver to call in.

Live activity feed

Watch visits unfold in real time across every client, without a single phone call.

Attention items

Concerns flagged in the field surface instantly, so nothing waits days to be seen.

Hours ready to bill

Verified clock-ins become clean, home care-ready hours — no reconciliation.

Fits how you already work

No rip-and-replace.

Learned in one shift

Caregivers pick up the app on their first visit — no training program required.

We bring your data over

Clients, caregivers, and schedules imported for you during setup.

Real support

A person who knows care helps you get live and stays reachable after.

See it on a demo
Compliance & security

Built with care data in mind.

Care data is sensitive. Colabr8 is built around access control, accountability, and a clear record of what happened.

Built for HIPAA workflows

Encryption in transit and at rest, role-based access, and detailed audit logging.

Visit verification

Visit verification captured automatically at every clock-in — caregiver, location, and time.

Records & reporting

Records and reporting structured to support your billing and audits without manual rework.

Biometrics done right

Face matching happens on the caregiver's device. We store a pass/fail result — never biometric data.

Secure infrastructure

Hosted on established cloud infrastructure with continuous monitoring and managed backups.

Full audit trail

Every entry, edit, and sign-off is logged with who, what, and when — for accountability and audits.

Want the detail? Read more about how we handle data, or have us walk your team through it.

HIPAA & data securityTalk to us
HIPAA & data security

Built for HIPAA workflows.

Care data is some of the most sensitive there is. Colabr8 is built around the safeguards HIPAA-regulated home care calls for — access control, accountability, and a clear record of what happened.

Designed around HIPAA safeguards.

Colabr8 is built around the protections HIPAA calls for — encryption, access control, and a full audit trail — so your team and your clients' information are protected. We're happy to walk your team through the specifics for your agency.

How we protect care data

Safeguards at every layer.

Encrypted end to end

Care information is encrypted both in transit and at rest, so data is unreadable if it's ever intercepted.

Role-based access

People see only what their role needs. A caregiver, a coordinator, and an admin each get a different, scoped view.

Full audit trail

Every entry, edit, and sign-off is logged with who, what, and when — ready for an audit or investigation.

Biometrics done right

Face matching runs on the caregiver's own device. We store a pass/fail result and a confidence score — never the biometric data itself.

Secure infrastructure

Hosted on established cloud infrastructure, with continuous monitoring and managed backups.

Breach notification

A defined process to detect, contain, and notify, should the worst happen.

Shared responsibility

Security is a partnership.

Protecting care data takes both the platform and the agency. Here's who handles what.

 Colabr8 handles

  • Encryption in transit and at rest
  • Secure cloud hosting
  • Access controls and audit logging
  • Platform monitoring and backups
  • Monitoring for unusual activity

 Your agency handles

  • Managing who has access to accounts
  • Staff training on handling care data
  • Strong passwords and device security
  • Internal policies and procedures
  • Reporting concerns promptly
Security questions

The things agencies ask us.

Is Colabr8 "HIPAA certified"?
There's no official HIPAA certification — the government doesn't issue one. What matters is that a platform is built around the HIPAA Security and Privacy Rules. Colabr8 is built for HIPAA workflows.
How is access controlled?
Access is role-based — caregivers, coordinators, and admins each get a scoped view — and every action is recorded in a detailed audit trail.
Where is our data stored?
On established cloud infrastructure, encrypted in transit and at rest, with continuous monitoring and managed backups.
Do you store caregivers' face data?
No. Face matching happens on the caregiver's own device. We only keep a pass/fail result and a confidence score — never the biometric data itself.

Have a security or compliance question we haven't covered?

Talk to our team
About Colabr8

We build software so caregivers can do what they do best.

Care agencies spend too much of their day on paperwork, timesheets, and chasing documentation — time that should go to the people in their care. We started Colabr8 to change that. One platform that handles the admin quietly in the background, so agencies can grow without drowning in back-office work, and caregivers can focus on care.

We build for one world: care agencies. Not generic business software stretched to fit — software shaped around HIPAA workflows and the realities of how care actually gets delivered.

A caregiver sharing a warm moment with an older woman at home

Care comes first

Every feature is judged by one test: does it give time back to care?

Trust by design

Privacy, security, and compliance aren't add-ons. They're how we build.

Simple wins

The best tool is the one your team actually uses. We keep it human.

Book a demo
FAQ

Questions care agencies ask us.

Is Colabr8 built for HIPAA?
Colabr8 is built for HIPAA workflows and designed around the safeguards HIPAA calls for — encryption in transit and at rest, role-based access, and detailed audit trails. There’s no official “HIPAA certification,” so we focus on building to those standards. See our Security & HIPAA page.
Does it handle visit verification for home care?
Visit verification is captured automatically at clock-in — caregiver identity, location, and time — in the format home care requires, with no manual cleanup.
Where is biometric data stored?
Nowhere on our servers. Face matching happens on the caregiver's own device. We only store a pass/fail result and confidence score — never the biometric data itself.
How long does onboarding take?
Most agencies are up and running in days. We help you import your team and clients, and your caregivers learn the app in a single shift.
Is there a mobile app for caregivers?
Yes — caregivers work entirely from the mobile app: clock in, document by voice, and review their schedule. Coordinators manage everything from the web admin.
What does it cost?
Pricing depends on your team size and the modules you need. Book a demo and we'll put together a quote that fits your agency.
Book a demo

See Colabr8 with your own clients.

A 20-minute walkthrough with your real workflows — not a slideshow. We'll show you exactly how your team would document care, verify hours, and manage people.

  • Tailored to how your agency actually works
  • See the caregiver app and the admin side
  • Get your compliance questions answered
  • No pressure, no obligation

Request your walkthrough

By requesting a demo you agree to our Privacy Policy.

Draft — needs legal review before publishing (see note on care/health information handling)

Privacy Policy

Last updated: [date] · Operated by Ballrs Sports LLC ("Company", "we", "us", "our")

This Privacy Policy explains how Colabr8 collects, uses, and protects information when care agencies and their teams use our platform. By using Colabr8, you agree to the practices described here.

1. Information we collect

Account and profile data: name, email, phone number, role, and employment details such as position and hours worked.

Operational data: schedules, timesheets, visit records, case notes, and other information entered to run care services.

Usage data: IP address, browser and device type, and diagnostic information about how the platform is used.

2. Health information

When an agency uses Colabr8 to manage client care, the platform may process Protected Health Information on the agency's behalf. In that relationship Colabr8 processes this information on the agency’s behalf, under a data processing agreement, and only to provide and support the service. See our HIPAA & data security page for detail.

3. How we use information

  • To provide, operate, secure, and improve the platform
  • To process payments and manage subscriptions
  • To provide customer support and service communications
  • To monitor performance and prevent misuse

4. How we share information

We share information only with service providers who help us operate the platform (such as hosting and payment processors, under appropriate agreements), when required by law, or in connection with a business transfer. We do not sell personal information.

5. Data security

We use industry-standard safeguards including encryption in transit and at rest, role-based access controls, and audit logging. No system is perfectly secure, but we work continually to protect your data.

6. Data retention

We retain information for as long as needed to provide the service or meet legal and regulatory obligations. Health information is retained and disposed of in line with the applicable data processing agreement.

7. Your rights

Depending on your location, you may have rights to access, correct, delete, or restrict use of your personal data, and to opt out of marketing. To exercise these rights, contact us using the details below. Requests involving health information are handled through the relevant agency.

8. Changes to this policy

We may update this policy from time to time and will post the revised version on this page.

9. Contact us

Ballrs Sports LLC · Email: info@colabr8.io

Draft — needs legal review before publishing

Terms & Conditions

Last updated: [date] · Provided by Ballrs Sports LLC ("Company", "we", "us", "our")

These Terms govern your access to and use of the Colabr8 platform. By creating an account or using the service, you agree to these Terms.

1. The service

Colabr8 is a workforce and client management platform for care agencies, including web and mobile applications. We may update, improve, or change features over time.

2. Accounts and eligibility

You must provide accurate information and are responsible for activity under your account and for keeping credentials secure. Accounts are for authorized users of a subscribing agency.

3. Acceptable use

You agree not to misuse the service, including attempting to access data you are not authorized to see, disrupting the platform, or using it to violate any law or third-party rights.

4. Customer data and health information

As between the parties, the agency owns the data it enters. Where the service processes health information, it does so under a data processing agreement, and the agency is responsible for having the legal right to provide that data. See our Privacy Policy and HIPAA & data security page.

5. Fees and payment

Subscription fees, billing cycles, and any add-on charges are set out in your order or agreement. Fees are due as agreed and are non-refundable except where required by law.

6. Intellectual property

The platform, including its software, design, and content, is owned by the Company and its licensors. These Terms do not transfer any ownership in the platform to you.

7. Confidentiality

Each party agrees to protect the other's confidential information and use it only as needed to provide or use the service.

8. Disclaimers

The service is provided "as is." To the extent permitted by law, we disclaim warranties not expressly stated. Colabr8 supports care operations but does not provide medical advice.

9. Limitation of liability

To the maximum extent permitted by law, the Company is not liable for indirect or consequential damages, and total liability is limited as set out in your agreement.

10. Termination

Either party may terminate as set out in the applicable agreement. On termination, we will make customer data available for export for a reasonable period before deletion, subject to legal and data processing agreement requirements.

11. Governing law

These Terms are governed by the laws of [state/jurisdiction], without regard to conflict-of-law rules.

12. Changes

We may update these Terms and will post the revised version here. Continued use after changes take effect means you accept them.

13. Contact

Ballrs Sports LLC · Email: info@colabr8.io