Talk about who can help, when they’re available, and what they can take on. Use the free weekly planner below to build your schedule, then agree who will handle each task and who can step in if plans change.
Reviewed and updated October 18, 2026
List when you want someone there and who has agreed to come. You’ll see which hours are covered and which still need help. Copy or print the schedule to share with your family.
Check whether someone can change a visit time, confirm a visit that’s still undecided, or step in as backup. If you’re asking about paid help or respite care, have these days and times ready.
Use to start an estimate. The calculator lets you review the schedule before adding it. Enter a rate you’ve found or been quoted, and check the agency’s minimum visit length and extra charges.
Times you’re still deciding about are left out. Your agency quotes stay unchanged.
Use the US Eldercare Locator to find services near you, then ask the service about availability. You’ll enter your location on its website; your schedule and answers stay here.
Open the Eldercare Locator ↗A public resource from ACL. FEP receives no referral commission.
Questions to ask an agency · Learn about overnight help · Choose what kind of help to look into
For tasks, appointments, and backups in one place, see the optional $29 one-time Care System. This planner stays free.
Enter your own days and times in the weekly schedule template. For each change of caregiver, use the shift handoff block to pass along notes and the next task.
Say what needs to be done.
Choose one person to take care of it.
Agree who to call if plans change.
Write down the date or time.
| Task | What's needed |
|---|---|
| Family updates | Send a short update through the family’s agreed group or email |
| Medication list | Keep the current list and questions together; confirm changes with the care team |
| Appointments | Book appointments, write down instructions, and arrange rides |
| Overnight help | Agree who will be there, who can be called, and when the next person takes over |
| Paperwork and bills | Keep track of what needs an answer and ask the right person or qualified professional |
Coordinating after a hospital discharge from another city? Use the long-distance caregiving checklist and blank remote/local handoff sheet to confirm nearby coverage and name a backup.
For an appointment: “Could you call the doctor’s office tomorrow morning to confirm the date and location? Please let us know by noon.”
For overnight help: “I can stay Monday and Tuesday nights. Can you take Wednesday, or arrange for someone else by Tuesday afternoon?”
For a long-distance sibling: “Could you keep track of appointments and send us a short update after each call? That would help me a lot.”
Use the free coordination checklist to share the other tasks, such as meals, rides, and appointments. If you’d like printable pages together in one packet, the optional First 14 Days Home Kit also has pages for family tasks, schedules, calls, and daily notes.
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