How to Schedule Auto-Invites for Caregivers Prior to Launch

Last updated: November 24, 2025

This guide will walk you through setting up automatic invitations for your caregivers on the Zingage platform prior to your official launch -- ensuring new team members are invited without manual tracking.

🎥 Video Tutorial: How To Schedule Auto-Invites For Caregivers

Step 1: Navigate to Schedule Auto Invite

  1. Log in to your Zingage account

  2. Go to the Getting Started setup page

  3. Scroll down to the bottom section labeled Launch Your Program

  4. Click Schedule Auto Invite

Step 2: Customize Your Invitation Message

You'll now see the auto invite configuration screen with the following options:

Default Message: The system includes pre-written text and email messaging that caregivers will receive when first invited to the platform. This message appears on the right side of the screen.

Custom Message (Optional): If you'd like to personalize the invitation, type your custom message in the text field. This will replace the default message shown on the right.

Step 3: Set Visit Requirements

In the "How many visits should be required before sending an invite" section, you can control when caregivers receive their invitation:

  • Zero visits (recommended for initial launch): All caregivers receive invitations automatically without completing any visits first

  • One or more visits: Requires caregivers to complete a certain number of visits before receiving their invitation to Zingage

Tip: Many agencies start with zero visits to ensure all existing caregivers are invited immediately, then later adjust to one or two required visits for future new hires.

For this setup, keep it at zero visits, then click Next.

Step 4: Enable Autopilot Mode

  1. Click Put on Autopilot

  2. Select which employee group to invite:

    • In most cases, select All Employees

  3. Click Put on Autopilot again

Step 5: Schedule Your Auto Invite Workflow

A pop-up window will appear asking you to configure when the automated workflow should begin:

Required Settings:

  • Date: Select your desired start date (e.g., November 20th)

  • Time: Choose the time you want the workflow to begin (e.g., 9:00 AM)

  • Time Zone: Confirm your time zone (e.g., Eastern Time)

  • Frequency: Enter 1 in the frequency field

Important: Setting the frequency to "1" means the system will check daily for new additions to your platform or EMR system.

How It Works

Once your auto invite is scheduled and activated:

  • Starting at your selected date and time, the system will run daily checks

  • Any new caregivers added to your EMR or the Zingage platform will be automatically detected

  • Invitations will be sent automatically via text and email

  • You won't need to manually track or send invitations to new hires

Your caregivers can then log in and begin using the platform as soon as they receive their invitation!