How To Activate a HomeCare Membership

Every new HomeCare membership goes through these steps, in order. Don’t start a step until the one before it is done.

Standard membership (datasheet): only do Step 2: Update the Service Set. Skip Steps 1, 3, 4 and 5.

Gold and Platinum memberships: do all five steps.

Step 1: Get Approval for the Membership

Gold and Platinum only.

Check the client’s requested days and arrival window against the schedule. The answer is YES, VERIFY WITH SCHEDULER or NO.

1. Open the HomeCare Request email.
2. Open the HomeCare Membership Check tool.
3. Drop the request form PDF into the box, or paste the form text and click Read pasted text.
4. Check the client name, Preferred days, Days to avoid, Arrival window and Technician preference. Fix anything that doesn’t match the request.
5. Click Run the check. The first time, click Allow so the tool can read Google Drive.
6. If the answer is YES, click Approve and log, then go to Step 2.
7. If the answer is VERIFY WITH SCHEDULER, click Send to scheduler. Don’t go to Step 2 until Alexandra, Ingrid or Lex approves it in the Approvals tab.
8. If the answer is NO, click Log as not approved. Offer the client the closest option the tool shows, then run the check again with their new answer.
9. Keep the result open. Steps 2 and 4 use the approved day, arrival window and technician it shows.
10. If the tool can’t find the client, check how the name is spelled in MC (look for * after the last name) and run it again. If it still doesn’t work, send it to a scheduler.

Step 2: Update the Service Set

All memberships: Standard, Gold and Platinum.

Full guide with screenshots (Scribe)

Update the client’s service set in MaidCentral with their days and arrival window, then add their HomeCare membership to the customer record.

1. Open the HomeCare Request email.
2. Find the customer in MC by searching with their email address.
3. Open the matching customer in the Customers list.
4. Open the customer’s home record.
5. Click Edit Service Set Info.
6. Have the request form open. For Gold and Platinum, also have the approved result from Step 1 open.
7. Set Preferred Days of Week. For Standard, use the days on the request form. For Gold and Platinum, use the approved day from Step 1.
8. In Special Instructions, add any days or times to avoid, if there are any.
9. Set the Preferred start and end times to the client’s arrival window.
10. Click Save Service Set.
11. Click Edit on the customer.
12. Select the HomeCare Membership the client signed up for (Standard, Gold or Platinum).
13. Click Save.

Standard membership: you’re done after this step.

Step 3: Create the Stripe Subscription

Gold and Platinum only.

Full guide with screenshots (Scribe)

Start the client’s monthly membership charge in Stripe from their MaidCentral profile.

1. In MC, open the customer’s profile and go to the Stripe Status tab.
2. Click View in Stripe.
3. In the Subscriptions section, click the plus button and select the membership the client signed up for. For Platinum, select Homecare Platinum Membership, $59.00 USD per month.
4. Click Create subscription.

Step 4: Send the Client Their Confirmation

Gold and Platinum only.

Full guide with screenshots (Scribe)

Send the client their HomeCare confirmation by email and by text, with their arrival window and technician.

1. Open Actions and choose Add Note.
2. Select the Email option.
3. Search Change Template for “home” and select Platinum HomeCare — activated.
4. Click the – Select – field.
5. Select the customer’s email address.
6. Replace the arrival window placeholder with the client’s approved arrival window.
7. Update the preferred primary cleaning technician if one was selected. If not, remove that part.
8. Click Send.
9. Open Actions and choose Add Note again.
10. Select the Text Message option.
11. Search Change Template for “home” and select Platinum HomeCare — activated (SMS).
12. Choose the customer’s phone number in the To field.
13. Replace the arrival window placeholder with the client’s approved arrival window (for example “10am – 1pm”).
14. Click Send.

Step 5: Move the Ticket to Scheduling

Gold and Platinum only.

Hand the client off to scheduling once the membership is approved, set up, billed and confirmed.

1. Open the client’s HomeCare ticket.
2. Move the ticket to Scheduling.
3. Add an update note: “HomeCare membership approved and activated. Ready to be mastered.”
4. Save the ticket.