Your first chart, together.

Create the workspace

Who: the person who will own the organization account and handle the pilot agreement and billing.

1. Open Care Partner workspace and sign in with your own account.
2. Enter your organization’s legal name and select its type. Use the real organization identity; keep all evaluation patient records fictional.
3. Read and select the fictional-data confirmation, then choose Create evaluation workspace.

The evaluation lasts 14 days, includes up to 25 active charts and five staff seats, and requires no card. It does not automatically become a subscription. One account can own one organization and join other organizations as staff.

Evaluation rule: names, contacts, labels, and photos in patient records must be fictional. Real patient use is currently unavailable and requires separate activation.

Build the first chart

Who: an owner or administrator creates the chart. Editors can update it afterward.

1. In Charts, choose New chart. Keep Fictional evaluation, enter Alex Taylor (fictional), confirm the content is fictional, and choose Create blank chart.
2. Choose Add medication. For your first practice entry, type the sample below. Use only fictional materials if you later practice label scanning or adding photos.
3. Choose Next: directions, then Next: review. Check every field against your fictional source, select the review confirmation, and choose Save to chart.
4. Add a second fictional item in the Evening group. Include supplements when practicing a complete list.
5. Use Edit patient details for care contacts and notes. Select Review list to record who checked the complete list and their role.

Time-of-day groups make the list easier to read. They do not define exact dose times or create reminders. Photos and symbols do not identify unknown pills. Scanned text needs human review; the app does not perform a complete interaction check.

Add your team

1. Return to the workspace and open Staff & access → Invite staff.
2. Enter the staff member’s exact account email, choose their role, and confirm their authorization for organization-wide access.
3. Select Create invitation link, then Copy link beside their name. Share that link privately with the named person; the app does not automatically email it.
4. They sign in with the exact invited email, read the confidentiality confirmation, and select Accept staff invitation.
5. Check that their status reads Accepted. Use a separate viewer account to verify that reading and printing work while editing is unavailable.

Every staff role applies to the whole organization. Do not invite a patient’s relative as staff just to see one patient. For personal charts, use Family access; for organization reminder recipients, use the separate private reminder setup links described below.

Invitations expire after seven days. The five-seat limit includes the owner and pending or expired invitations. Remove unused invitations to free a seat. Use Remove to revoke a staff member’s future access; previously downloaded or printed copies remain with that person.

Brand and print

1. As owner or administrator, open Print branding. Set Name on printouts, choose an accent color, and check the organization contact email.
2. Choose Save organization settings. Branding currently supports a name and color.
3. Open a chart, choose Print chart, review the preview, then choose Print / save PDF.
4. Use Letter paper, portrait orientation, and 100% scale. Turn off browser headers and footers. Review every page before sharing it.

Printouts are snapshots. Replace old copies after changes. When using an organizer, verify the current instructions and ask a pharmacist which medicines can leave their original packaging.

Review the pilot agreement

1. Read the unsigned pilot agreement, including scope, fees, data responsibilities, and cancellation terms.
2. The authorized owner opens Agreement & billing, checks the organization identity, enters the signer’s name and title, and completes the agreement confirmations before submitting it for review.
3. Wait for DoseCanvas approval. An accepted agreement receipt is available to view or print from the workspace.
4. After approval, the owner can separately choose a $99/month Care Partner subscription through PayPal. Read and accept the billing terms before authorizing recurring payment.

Creating a workspace, submitting an agreement, and receiving approval do not charge you. Payment does not activate real patient use. Contact DoseCanvas to coordinate the separate privacy review, any required provider agreements, and patient-data activation. Never replace fictional chart content with real records to bypass this process.

To cancel renewal, open My data → Subscription and follow the cancellation controls, or manage the subscription in PayPal. Archiving a chart, deleting records, or a workspace suspension does not cancel a subscription.

Set up optional reminders

1. As owner or administrator, open an organization chart and select Reminders. First add and review a medicine marked Taking with a regular schedule. As-needed-only entries are excluded.
2. Choose the medication, exact Dose time, Patient’s time zone, and repeat days. Confirm these against the current instructions, then select Add reminder time. Add a separate entry for each daily dose time.
3. Under Patient & family, choose the recipient type and a label. Select Create setup link for each person, then Copy private link. Share each link only with its intended recipient.
4. Each person opens their private link, opts in, and adds the DoseCanvas calendar with notifications if they choose calendar reminders. For email, they choose Email, verify their address, and select Verify and turn on. A setup link provides generic reminder times; it does not grant chart access or show medicine names.
5. Confirm that the calendar shows the correct local time and that a notification appears on the device. Each person controls their own choices.

Example: Alex and her daughter Casey each receive a separate setup link. Alex can keep her calendar reminders while Casey opts out. A reminder is not a record that Alex took a dose.

To stop: the recipient can opt out on their private setup page; an owner or administrator can choose Turn off all channels. Disable notifications or remove the calendar on each device to stop cached alerts immediately. Downloaded calendars are copies and need replacing after changes; subscribed calendars update when the calendar app refreshes.

Use it day to day

• Before reviewing the routine: open the correct chart, check the latest list review, and read any unresolved notes. Check the current source instructions before filling an organizer.
• After a change: update the affected entry, verify it, review the complete list, and replace the printout. Schedule or dose changes pause that medicine’s reminders; check them before using Review & resume.
• For appointments: use the chart’s Doctors and Appointments tabs for contacts, questions, and follow-up notes. Review the print preview before sharing it.
• For team oversight: review Activity and Staff & access. Remove access that is no longer needed.
• When a chart is no longer active: choose Manage → Archive chart. Archiving stops new reminders and frees an active slot; it does not delete the record. Up to 100 charts can be retained, including archived charts.
• For a record request: an owner or administrator can use Manage → Export chart data and Download saved photos. Chart data exports are JSON; use the print option for a readable PDF. Review the permanent deletion confirmation carefully before deleting a chart.

After separate real-patient activation, administrators must record and maintain current patient permission. Withdrawal or expiry blocks routine chart access and reminders; administrative export and deletion remain available for handling the patient’s request.

Find an answer

I cannot edit a chart.

Check your role, the evaluation or subscription status, and whether the chart is archived. Live charts also require current permission and active patient-data approval. Ask your organization owner to review the status.

An invitation will not open.

Use the exact email the owner invited. If the link has expired, was already used, or was revoked, ask an owner or administrator to check membership and create a fresh invitation if needed.

I do not see PayPal checkout.

Only the organization owner can subscribe. Confirm that the current agreement has been submitted and approved. A disabled checkout cannot take payment.

I do not receive a reminder.

Check paid access, the reviewed medicine, schedule, time zone, recipient opt-in, calendar installation, notification settings, and calendar refresh. For email, check the verification, opt-in, and test email result. Check the setup page for text availability.

My free evaluation ended.

The workspace becomes read-only without paid access. Authorized viewing, export, access removal, and deletion remain available. Evaluation expiry does not create a charge.

For help, use Contact or Give feedback. Describe the step and device, and leave patient details out of your message.