Describe how your agency records caregiver visits, breaks, mileage, and approvals. Makeform creates an editable home care timesheet form for payroll review.
Route submitted timesheets to Google Sheets, Slack, and Zapier.
Sample prompts for the builder
Choose a prompt, adapt it to your pay rules, or send it to the Makeform builder.
Audience
Caregivers recording one client visit at a time
Format
Mobile visit form with actual time and exception fields
Prompt size
308 chars
Example form structure
Mobile visit form with actual time and exception fields
Caregiver name and employee ID
Client record ID and service date
Scheduled and actual visit times
Unpaid break minutes and travel mileage
Visit summary and time exception
Suggested routing tags
Ready for payroll
Supervisor review
Time exception
Collect scheduled time, actual arrival, actual departure, and unpaid break minutes separately so reviewers can see exceptions.
Step 1
Log
caregiver, visit, actual times, and breaks
Step 2
Check
missing entries and schedule exceptions surfaced
Step 3
Review
supervisor approves or returns the entry
Step 4
Export
approved hours organized for payroll
Why structured time entry
Record scheduled and actual shifts, breaks, travel, and exception reasons in one submission.
Keep both times visible so coordinators can spot late starts, extensions, and missed visits.
Ask for a reason when actual time differs, a break is missing, or a visit is incomplete.
Use pending, approved, and returned statuses so payroll knows which entries are final.
Fit the agency workflow
Choose the cadence that matches scheduling and payroll, then add your service categories and review rules.
Capture arrival, departure, break, mileage, and status in a short mobile submission.
Keep several visits and travel segments in one daily record.
Caregivers confirm all shifts before a supervisor accepts or returns the period.
Caregivers enter time; supervisors add status and correction notes.
Timesheet workflow
Add your pay-period fields, exception routing, and payroll export structure.
Choose visit, day, or week submission and list required IDs, service categories, breaks, and mileage.
Separate scheduled and actual times; request reasons for time, break, or visit exceptions.
Notify the reviewer and provide pending, approved, or returned choices with notes.
Send hours, breaks, mileage, status, and the source submission to a connected workflow.
Form vs spreadsheet vs paper
A generated form standardizes questions while preserving your agency's timesheet layout.
Field guide
Use these six field groups, keeping detailed care documentation in its designated system.
People and period
Use stable identifiers plus a clear work date or pay-period range so hours reach the correct cycle.
Visit schedule
Capture scheduled and actual time separately so differences remain visible.
Breaks and totals
Record unpaid breaks separately and show calculated hours. Preserve source times instead of requesting estimated decimal totals.
Travel and mileage
Dedicated travel and mileage fields keep between-visit values from disappearing or being counted twice.
Visit and exception notes
Use a service category and status for time review; keep detailed care notes in their designated system.
Review trail
Record reviewer, decision, and correction request while preserving submitted values.
Related tools
Connect caregiver availability, shift changes, approvals, and incident reporting.
Build a general weekly record for teams beyond home care.
Open toolGather availability before coordinators build schedules.
Open toolKeep workplace incidents separate from payroll notes.
Open toolFAQ
Answers for agencies replacing paper caregiver time records.
It records caregiver work time and visit details: caregiver and client record IDs, service date, scheduled time, actual arrival and departure, unpaid breaks, travel or mileage, exceptions, and review status. Submit it per visit, day, or pay week.
Require caregiver ID, service date, client record ID, actual start and end, break duration, and completion status. Request an exception reason when times differ or a visit is incomplete. Add the approval and pay-code fields your process needs.
Ask for visit hours calculated from actual start, end, and unpaid break, with separate travel and weekly totals. Retain source times. Test overnight shifts, time changes, blank breaks, and corrections before using calculations for payroll.
Use dated start and end times so the end can fall on the next day. Add break, sleep, or awake-service intervals when your pay rules need them. Route unusual or incomplete shifts for review.
Yes. Add pending, approved, and returned options, reviewer name, review time, and correction note. Preserve submitted values and link corrections so payroll can follow changes.
Usually it needs only service category, completion status, and an exception reason. Avoid extra personal or care details. Follow your agency's policy and keep detailed care documentation in its designated system.
Yes. Send consistent caregiver, date, time, break, travel, mileage, total, and status fields to Google Sheets or a connected workflow. Test column order and corrections before sending data to payroll.
Yes. Makeform is unlimited free for creating, editing, publishing, and collecting responses. The paid tier only removes the Makeform badge. Revise and test the form before sharing it.
Replace incomplete paper timesheets.
