Easy Onboarding with Aim Assist: A Complete Step-by-Step Guide

Why Client Onboarding Takes So Long

Every care agency knows the effort of onboarding a new client: paperwork, several screens and the same details typed more than once.

Aim Assist lets you do it by chatting. You ask, it gathers the details it needs, and it sets up the client profile, charge rate, visit type and first visit, asking before it saves each change.

What Is Aim Assist?

Aim Assist is the AI assistant inside Aim, built for UK home care. Type it or say it: Aim Assist can create clients, draft plans, build schedules, send messages and pull reports. It works across more than 70 actions in Aim, and it asks for your approval before saving any change.

Instead of moving between screens and forms, you tell Aim Assist what you need and check what it has prepared.

The Onboarding Process, Step by Step

Step 1: Create the Client Profile

What you say: "Create a new client profile for Ahmed Raza"

What Aim Assist does: it asks for the essential client information:

• Full name
• Email address
• Date of birth
• Contact details
• Emergency contacts

Result: once you approve it, the client profile is added with a unique client ID, and you see a confirmation card with the details.

Step 2: Set Up Charge Rates

What you say: "Create a charge rate for Ahmed Raza"

What Aim Assist asks for:

• Name of the charge (for example, "Hourly Rate")
• Rate in pounds
• Frequency (hourly, daily, weekly, monthly or yearly)

Example interaction:

You: "Name is hourly rate, 100 pounds hourly"

Aim Assist: "Charge Created - Successfully added to system"

Result: the charge rate is linked to the client, ready for invoicing.

Step 3: Create Visit Types

What you say: "Create a visit type for him"

What Aim Assist asks for:

• Visit type name
• Visit type description
• Tasks to include (for example, personal care, medication, mobility assistance)
• Notes for care workers

Example interaction:

You: "Personal Care, Medication, Mobility Assistance - assign notes yourself"

Aim Assist: drafts a visit type with task descriptions and guidance for care workers.

Result: a visit type such as "Personal Care and Support", with a description, task guidance and notes for carers. Check the wording before you approve it, as you would any draft.

Step 4: Schedule Care Visits

What you say: "Schedule a visit for Ahmed"

What Aim Assist asks for:

• Care worker name
• Start time
• End time
• Date
• Status (pending, confirmed, completed or cancelled)

Example interaction:

You: "Ibbi Sheikh, 10am to 11am, September 15th, Pending"

Aim Assist: creates the visit and shows a confirmation card with the details.

Result: the visit appears on the schedule with the date, time, care worker, client and status. For whole rotas, see how care rostering software works in Aim.

What Makes It Easier

Plain Language

Type or speak normally. There are no special commands, and Aim Assist asks questions when it needs more detail.

Guided Prompts

Aim Assist knows what each step needs and asks for it, so details are less likely to be missed.

Approval Before Any Change

Every step ends with a confirmation card showing exactly what will be created. Nothing is saved until you approve it.

One Record

What Aim Assist creates is part of the same record used for scheduling, care planning and invoicing, so nothing is typed twice.

Start From the Referral

You don't have to type everything. Upload a local authority referral and ask Aim Assist to onboard the client from it. You can also snap a prescription or MAR sheet and Aim Assist fills in the medication for review. Once the client is set up, Aim drafts their care plan from your assessment. Read more about care planning software in Aim.

Beyond Onboarding

Onboarding is one of many jobs Aim Assist can do. You can also ask it to:

• Build schedules: "Build next week's rota"
• Send messages: to carers, families or the office team
• Pull reports: with charts and exports on request
• Answer questions about documents: upload a file and ask about it
• Dictate anywhere: voice dictation works across Aim

Getting Started

1. Book a demo: see Aim Assist onboard a client live
2. Start simple: try it with one new client
3. Show your team: walk office staff through chat and voice requests
4. Scale up: use Aim Assist for all new clients

Why Use Aim Assist for Onboarding?

• Built for UK home care: it understands UK care terms and workflows
• Voice and chat: use whichever suits your team
• You stay in control: it asks before saving any change, and every action is logged
• Included: Aim Assist is part of every Aim plan

Book a demo to see Aim Assist set up a new client.