Automating Care Group Assignments with CareNote: A Step-by-Step Guide

Welcome to this detailed breakdown of our latest video tutorial, where we explore one of CareNote’s newest features: Automated Care Group Assignments. This feature streamlines the care process by leveraging intelligent assignment technology to ensure every care request is routed to the right group and ultimately cared for efficiently.
Whether you’re a current CareNote subscriber or considering using CareNote to enhance pastoral care at your church, this guide will walk you through the key highlights of the tutorial and demonstrate how this feature works in real-world scenarios.

Step 1: Understanding the Workflow
Here’s how the automated care group assignment works:
- Care Request Created – A care request is entered into CareNote.
- Category Filter – Based on its category, the request is automatically routed to a specific care group.
- Group Notification – The group owner or manager is notified of the new request.
- Assignment – The group manager assigns the care request to a care provider within the group.
- Care Delivered & Reported – Care is provided, and the interaction is documented, completing the care request.
This system allows your church to organize care efforts seamlessly, ensuring that every need is met efficiently.
Step 2: Setting Up Automated Care Group Assignments
- Accessing App Settings
- Log in as the CareNote account owner.
- Navigate to App Settings from the left-hand menu.
- Mapping Categories to Care Groups
- Locate the Care Group Assignments link.
- Use the Auto Assign feature to match existing categories to care groups.
- If no groups exist for certain categories, click the "Create & Assign Groups" button to create the missing groups automatically.
- Or use the Manual Assignment
- You can manually assign the categories to match the existing groups
- Save the group assignments.

This setup ensures that all care requests are automatically routed based on their category, eliminating manual effort and reducing errors.
Step 3: Creating and Automating a Care Request
- Create a Care Request
- From the Team Dashboard, navigate to the Care section and create a new care request.
- Select a care receiver, such as Casey, and set the request type (e.g., “General Check-In”).
- Add any necessary notes and submit the request.
- Automation in Action
- Once submitted, CareNote automatically assigns the care request to the appropriate group based on its category.
- The group owner and manager are notified of the new assignment.
Step 4: Managing Care Requests as a Group Manager
- Log in as a Group Manager
- Group managers have access to only their assigned groups and care receivers, maintaining confidentiality and security.
- Assigning the Care Request
- Use the Assign to a Care Provider feature to delegate the request to a specific group member.
- The selected care provider receives a notification email with details about the assignment.
Step 5: Delivering Care as a Group Member
- Log in as a Care Provider
- Care providers can view their assigned care requests and respond accordingly.
- They can accept or reject requests directly within the system, and their actions trigger notifications to group managers and owners.
- Providing and Reporting Care
- Once the care request is accepted, the care provider delivers the care and reports back, completing the care cycle.
Real-Life Applications
Example 1: Empowering Volunteer Teams
This feature is perfect for churches with deacons, lay care groups, or weekend pastoral care teams. Volunteers can focus on specific tasks without needing full access to the CareNote application, ensuring simplicity and security.
Example 2: Specialized Teams
For churches managing specialized care areas (e.g., meal trains, hospital visits, or benevolence), automated care group assignments ensure that requests are routed to the right team immediately. Volunteers receive only the information they need, while administrators maintain oversight of all care activities.
Why This Feature Matters
- Streamlines Care Management: Eliminates the need for manual assignments, saving time and effort.
- Ensures Confidentiality: Provides group-level access control, so users see only what they need.
- Empowers Volunteers: Enables care teams to work independently while administrators oversee the big picture.
- Scales Easily: Supports churches of all sizes, from small congregations to large, multi-team setups.
This new feature has already transformed how churches organize and deliver care. One church plans to have 10% of its congregation involved in caregiving by 2025, and CareNote’s automation tools are making this vision a reality.
Try It Yourself
Thank you for reading this guide! For more tutorials and resources, visit our CareNote Documentation.