How Anahata Care Replaced Spreadsheets with a Platform That Actually Keeps Up

“Connecteam has become such an important part of our workflow. It’s hard to imagine running the business without it.”

Paul Newman, Director

Key Results

• Scheduling off paper. A month and a half of shifts built and published in minutes using reusable templates
• One channel for sensitive client communication. Private, client-specific chat groups replaced informal messaging with no audit trail
• New staff ready within 24 hours. Every new hire downloads the app and is proficient by the next day

The Challenge: Running 24/7 Care on Spreadsheets and Google Calendar

Coordinating overnight sleepover shifts, day programs, community excursions, and a 10-person rotating team is a serious operational task. The team was managing it all on spreadsheets and Google Calendar, neither of which was built for variable care rosters or sensitive client information.

1. Scheduling took significant time to build and share, with no easy way to handle the complexity of 24/7 care shifts across multiple client types
2. Google Calendar was hard to read, slow to update, and not structured for role-based rostering
3. There was no dedicated centralized place to store client case notes, incident forms, or sensitive care information

“We mainly relied on spreadsheets and Google Calendar when the team was small, but it wasn’t very practical and took a lot of time to manage.”

Paul Newman, Director

How Paul Newman’s Team Uses Connecteam to Run a 24/7 Care Operation

The team adopted Connecteam to bring rostering, communication, and client documentation into one place. The shift was immediate. What used to require manual entry across multiple tools now runs from a single platform visible on a second monitor in the office.

• Scheduling templates handle the recurring structure of care shifts, with the ability to upload a full month and a half of rosters in one go
• Client-specific chat groups are restricted by role, so staff only see conversations relevant to the clients they work with
• Incident forms, travel claims, and care-related documents are managed through Connecteam’s forms and knowledge base features

“It’s such an easy to look at program. The information’s right there. You can really tailor it to what you want and tailor it to how you want it to look.”

Paul Newman, Director

Results That Affect the Bottom Line

Rostering That Moves as Fast as the Operation Does

• Templates allow Paul to build and publish a month and a half of shifts in a single session, covering all client types, overnight sleepover shifts, and day staff
• Color-coded client profiles make it fast to read who is scheduled with whom at a glance
• Real-time alerts notify staff when shifts change, removing the back-and-forth that came with spreadsheet updates

Secure Communication for a Sensitive Industry

• Client-specific chat groups keep conversations visible only to the staff assigned to each client, protecting sensitive information
• The knowledge base stores client records in read-only format, so admin controls what can be changed and nothing can be altered after the fact
• New staff are onboarded digitally and proficient within 24 hours of downloading the app

“Within 24 hours they’re proficient in it. It’s so easy to learn.”

Paul Newman, Director

Before vs. After Connecteam

Why Connecteam Was the Right Move

The disability care industry runs on trust, compliance, and consistency. Information needs to be accurate, accessible, and protected. Connecteam gave Paul’s team a platform that could handle the operational complexity of 24/7 care while supporting more controlled access to client information and communication organized by role.