Walkthrough: Share the calendar with your care team

When more than one person helps care for someone, the schedule is usually the first thing everyone needs to agree on. Share a person's profile with a co-caregiver and the calendar comes with it: the appointments you keep, the coverage plan for who's on duty, and the routine check-offs for the day — all on their own iPhone, staying current as you make changes. Available

This walkthrough covers the calendar side of sharing. If you haven't shared a person with anyone yet, start with Walkthrough: Invite a co-caregiver — it takes about two minutes.

Before you start

• Sync is on (hamburger menu (top left) → Settings → Sync & Backup → Sync via iCloud).
• You and your co-caregiver are each signed into your own (different) account, with a working network connection.

Step 1 — Share the right sections

The calendar travels inside the sections you grant when you invite someone:

1. Open the Main menu (bottom left) → Team → Shared with → Invite someone (or tap an existing co-caregiver to adjust what they see).
2. Include Schedule & Visits — this carries appointments, visit notes, and the coverage plan (planned shifts, open slots, and the shift log).
3. Add Care Plan if you also want them to see routines and the day's routine check-offs.

Anything you don't grant stays private, as always. You can widen or narrow a share later from the same screen.

Step 2 — What shows up on their phone

Once they've accepted, your co-caregiver's calendar for that person fills in and stays current:

• Appointments you add, change, or cancel — with the same details you see, including whether it repeats.
• Coverage — the planned shifts and open slots on the calendar, tinted by caregiver, so everyone knows who's expected when.
• Routine check-offs (if you shared Care Plan) — so whoever's looking can tell what's already been done today.

One helpful habit: they don't need to keep the app open. Their iPhone can pick your updates up quietly in the background, and opening CareHaven always pulls the latest right away.

How updates travel — and what to expect

• From your phone: a few moments after you save a change, CareHaven sends it out automatically. You don't have to do anything.
• To their phone: updates usually arrive within moments when both phones are online. Apple decides exactly when quiet background delivery runs, so it can occasionally take longer — opening the app catches up immediately.
• Send it right now: open Main menu (bottom left) → Team → Shared with, tap the co-caregiver's name, and tap Sync Now. This sends your latest changes out on the spot and shows when your record was last sent. (On the other phone, opening CareHaven is what pulls it in.)

From Build 77, the calendar goes both ways for invites accepted on Build 77 or later. Appointments, coverage plans, and check-offs you keep flow out to everyone you've invited, and if a co-caregiver with edit permission adds or claims something on their phone — like an open coverage slot — that flows back to you and out to the rest of the team too, typically within seconds. Available

If you shared with someone before Build 77, their invite still flows one way until you re-send it — see Walkthrough: Invite a co-caregiver for how. In the meantime with a one-way invite, the simplest pattern is: one person keeps the calendar, and everyone else reads from it. When a co-caregiver wants an open coverage slot, a quick text — "I'll take Tuesday" — and you claim it on your phone puts it on everyone's calendar.

Check that it's working

A quick two-phone check after you first set up (or any time you're unsure):

1. On your phone, add a test appointment for tomorrow — something obvious, like "Sync check ☀️".
2. Still on your phone: Main menu (bottom left) → Team → Shared with → tap your co-caregiver → confirm Last published shows a just-now time (tap Sync Now if you don't want to wait).
3. On their phone, open CareHaven and pull up the person's Schedule. The test appointment should be there within a few moments.
4. Delete the test appointment on your phone; it disappears from theirs the next time their app refreshes.

For a running record of what's been sent and received, the Profile access screen shows Recent Sync Activity for that person, and Activity across all profiles gathers changes across everyone you share in one newest-first feed.

What doesn't carry over yet

Being honest about today's edges so nothing surprises you:

• Changes made in the Apple Calendar app. If you edit a mirrored event in the Apple Calendar app instead of in CareHaven, that edit stays on your own phone. Make schedule changes inside CareHaven when you want the care team to see them.
• A phone that's been away a long time. If someone's device has been offline or unopened for a month or more, have them open CareHaven and let it catch up before relying on their copy of the calendar.

Removing access

You can stop sharing at any time — Main menu (bottom left) → Team → Shared with, tap the person, and use Revoke Access (or swipe their row in the list). Do this while you have a network connection. Their copy of the shared person clears the next time they open CareHaven, and the calendar goes with it.

Removing one caregiver is safe for everyone else you share with — from Build 77, taking back one person's access no longer touches anyone else's. Available

From Build 78, that revoke leaves a record rather than a gap: their name stays on the list marked Revoked with the date. If you share with them again later, send a new invite — re-inviting builds a completely fresh invitation instead of reviving the old one, so you pick the sections again, Schedule & Visits included. To check the sharing list as iCloud sees it, use Who has access on the same screen. See Walkthrough: Invite a co-caregiver and Sharing care with others (sync). Available

If something doesn't work

• Their calendar is empty. Check that the share includes Schedule & Visits (tap their name under Shared with to see the granted sections), then tap Sync Now and have them reopen CareHaven.
• An appointment change hasn't shown up. Make sure both phones are online, then open the app on the receiving phone — opening always pulls the latest. If you made the change and immediately locked your phone, open CareHaven again for a moment so it can finish sending.
• Background updates feel slow. That's normal — Apple budgets quiet background delivery, and Low Power Mode delays it. Opening the app is always immediate.

More fixes live in Troubleshooting.

Related

• Walkthrough: Invite a co-caregiver — the setup this builds on
• Appointments & calendar — everything the Schedule can do
• Sharing care with others (sync) — the full picture of what syncs and what stays private
• Known limitations & what's coming