Talk about who can help, when they’re available, and what they can take on. Agree who will handle each task and who can step in if plans change.
Reviewed and updated September 29, 2026
FREE WEEKLY COVERAGE PLANNER
Add the times your family wants someone there, then enter the help arranged. You’ll see the hours covered and the gaps still to fill.
This tool uses the hours you enter; it can’t tell you how much care someone needs. The same days and times repeat each week, using the local time at your parent’s home. Phone and video calls are kept separate from in-person help.
Your entries stay in this tab unless you choose to save them on this device. No account or email needed.
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.
Sharing the tasks
Say what needs doing.
Choose one person to take care of it.
Agree who to call if plans change.
Write down the date or time.
List what needs doing this week, then talk about who is available to help. Someone nearby might handle rides or groceries. Someone farther away could book appointments and keep the family updated.
| Task | What needs doing | Who can help if plans change? |
|---|---|---|
| Family updates | Send a short update through the family’s agreed group or email | Who sends the update if they can’t? |
| Medication list | Keep the current list and questions together; confirm changes with the care team | Who carries the list to an appointment? |
| Appointments | Book appointments, write down instructions, and arrange rides | Who can attend or join by phone? |
| Overnight help | Agree who will be there, who can be called, and when the next person takes over | Who can come if someone cancels? |
| Paperwork and bills | Keep track of what needs an answer and ask the right person or qualified professional | Where can we keep the paperwork private and note what’s been done? |
Use this table to share tasks. Ask the care team about medical questions and a qualified professional about legal, financial, insurance, tax, or benefits questions.
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.”
If someone hasn’t replied, follow up with a clear time you need an answer. For a task that can’t wait, ask someone else and update the family’s list.
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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