Every visit, routed and documented — with the address sealed and every look at it on the record
HeyDiane Visits schedules your front-line staff, routes their day on the real drive times between your zones, and keeps case notes encrypted — while every family's and client's address sits in the vault as ciphertext, sealed under a key derived for your agency alone, and every reveal is written to a log nobody can quietly erase.
Built for children's services and community mental-health agencies — the teams whose work happens at somebody else's front door.
Priced per active staff seat. No long-term contract to get started.
Two sectors, one operation
Different mandates and different vocabulary — but the same daily problem: staff driving to confidential addresses on a schedule that keeps moving.
Children's services
Foster, kinship, group-home & family support
Supervised visits, pickups, and drop-offs across a caseload of families — where the placement address is confidential, the visit has to be documented, and the worker supervising it changes more often than anyone would like.
- Supervised access and family visits
- Pickups and drop-offs between placements
- In-home family support sessions
- Kinship and foster placement check-ins
Community mental health
Outreach, in-home support & case management
Community mental-health teams run the same logistics with higher stakes: staff going alone to a client's home, on a schedule that shifts, needing a check-in procedure that actually gets followed and notes that hold up later.
- In-home and community outreach appointments
- Case-management and support-worker visits
- Lone-worker safety check-ins on a set interval (in development)
- Session notes tied to the appointment they came from
Every front-line worker on your team is running a small logistics operation out of their head — which family or client, which address, what time, how long the drive really takes, who needs a check-in call, and whether the mileage got written down before it was forgotten. Multiply that by a caseload, and by a roster that turns over every few months in this field, and the cracks show up as missed visits, guessed mileage, and notes nobody can find later.
Off-the-shelf scheduling tools were not built for this: they do not understand a supervised visit or an in-home support session, they were not designed around an agency's duty of confidentiality for a client's address, and none of them are built to be re-taught by a brand-new hire every few months.
HeyDiane Visits is built specifically for this work — and the address book that makes it possible is sealed, scoped to your agency, and auditable every time somebody opens it.
How the data actually works
Sealed, scoped, and logged
We host the vault. It runs on a database project dedicated to HeyDiane Visits, kept separate from the AI-receptionist product, and we'd rather state that plainly than let a marketing phrase imply your data sits somewhere it doesn't.
What protects it is the encryption model. Every family and client address, every phone number, and every case-note narrative is stored as AES-256-GCM ciphertext, sealed under a key derived for your agency and no other — so one agency's records cannot be opened with another's key. The master key those are derived from lives in our deployment configuration and never in the database. That does mean we hold the technical ability to decrypt; any hosted product that tells you otherwise is describing something it hasn't built.
Around that: every read and write scoped to the signed-in account's agency; sealed fields masked by default in the interface; every reveal written to a ledger with no path in the application to edit or delete an entry; and a day view that runs on coded file references, first names, and zones rather than names and addresses.
We do not claim to certify your agency's compliance under any privacy or health-information statute — no honest vendor can, because compliance is a property of your whole operation, not of one tool inside it. What we can do is make sure the tool narrows your exposure instead of widening it, and describe the architecture accurately enough that your privacy officer can check our work.
What the Compass does every day
The staff-facing portal is called the Compass. Here is the whole of it.
Scheduling and routing
The day, planned before it starts.
Builds the daily route
Each worker's day — appointments, pickups, and drop-offs across their whole caseload — sequenced with the real drive time between stops, not straight-line guesses.
Ranks who can actually take a visit
When a visit is unassigned, the scheduler ranks your available staff by whether the stop genuinely fits their day, so a coordinator assigns from a shortlist instead of working it out on paper.
Catches double-bookings before they happen
Assigning someone who is already committed is refused, not silently accepted and discovered on the day.
Recurring visits, materialized automatically
Define a weekly family visit or a standing support appointment once as a series; it lands on the calendar ahead of time without anyone re-entering it.
Travel zones you define
Set how long it really takes to get between the areas your agency covers, and every route respects it.
Calendar export
Staff can pull their assigned visits into the calendar app they already live in.
Confidentiality by architecture
The part that made this product worth building: the address book is ciphertext, and opening it leaves a record.
Sealed address vault, per-agency keys
Family, placement, and client addresses are stored as ciphertext only, sealed under a key derived for your agency alone. We host it — on a project separate from the receptionist product — and we'd rather say so than let you assume a claim we can't back.
Sealed fields, revealed deliberately
Addresses and phone numbers stay sealed and masked in the interface. A worker reveals what they need for the stop they're driving to — and nothing more.
Every reveal is logged, append-only
Who opened which sealed field, and when — written to a ledger at the moment of the reveal, with no path in the application to edit or delete an entry. If you ever have to answer that question, the record was written.
Agency scoping on every read and write
Every query the application makes is scoped to the signed-in account's agency, and the encryption sits underneath that: your records are sealed under a key derived for your agency alone, so they cannot be opened with another agency's key even by us moving the wrong ciphertext.
Encrypted case notes
Visit notes are encrypted and attached to the visit and the file they belong to, so the record lives with the appointment instead of in a second system to keep in sync.
Coded references, not names, in the day view
The scheduling surface runs on coded file references, first names, and zones. A screen left open in a shared office doesn't expose a caseload.
Safety and lone-worker check-ins
Mostly still being built — the surface is in the product, the engine behind it isn't finished. Marked honestly below.
Arrival and departure check-ins
In development
Staff confirm each visit with a tap. No continuous tracking — just the moments a coordinator actually needs on record.
Overdue check-ins surface to a coordinator
In development
A check-in that doesn't arrive escalates to the person you nominate, on the interval you set, including your after-hours designate.
Transport concerns flagged on the file
Where a file carries a known transport or safety concern, it travels with the visit rather than living in someone's memory.
Paperwork
The Friday-afternoon scramble is the goal. Assignment notifications are live; the payroll rollups are not yet.
Mileage from the routes actually driven
In development
Distance rolls up from the real route, not from a number remembered three days later.
Hours derived, not re-typed
In development
Timesheets build from the visits that actually happened, on your agency's payroll rules — your mileage rate, your pay period, and whether deadhead time is paid.
Assignment notifications
When a visit is assigned, the worker is texted a coded reference and a time — never a child's name or an address. Nobody drives to a visit they didn't know they had.
Scales with your roster
Seats track active front-line staff, so onboarding a new hire or losing one to turnover is a roster change, not a renegotiation.
What most agencies run today
Honestly: three things, and each of them works until it doesn't. These are category-level observations, not claims about any particular product.
Spreadsheets and a shared calendar
Free, flexible, and what most agencies actually run. It also means addresses sit in a document anyone with the link can open, mileage is reconstructed from memory, and a new hire inherits nothing but a tab they don't understand.
General-purpose scheduling or field-service software
Built for dispatching technicians to job sites. It schedules well, but it has no concept of a supervised visit, no confidentiality model for a placement address, and no case note attached to the appointment — so agencies end up running it alongside two other systems.
The scheduling module in your case-management system
Already holds your files, which is a real advantage. Scheduling is usually the least-developed part of those systems, though — thin on routing and drive time, and rarely built around a lone worker checking in from a client's front step.
HeyDiane Visits is the one built for this specific job: a supervised visit or an in-home session as a first-class thing, with confidentiality in the architecture rather than in a policy document.
Pricing
Per front-line seat, not a flat agency fee
Agencies in this space range from a handful of staff to fifty or more — a flat price does not fit either end. Expect somewhere in the range of $15–$40 per active staff seat per month, scaled to your team and confirmed on a discovery call. This is a separate offer from HeyDiane's core AI-receptionist plans; if you're looking for the phone product, it lives here.
HeyDiane Visits questions
Where does client and address data actually live?
We host it — on a database project dedicated to HeyDiane Visits and kept entirely separate from the AI-receptionist product. We would rather tell you that plainly than let you assume otherwise. What protects it is the encryption model, not the address of the server: addresses, contact phone numbers, and case-note narratives are stored only as AES-256-GCM ciphertext, sealed under a key derived for your agency alone, so your records cannot be opened with another agency's key. The master key those are derived from lives in our deployment configuration and never in the database — which does mean we hold the technical ability to decrypt, and any vendor telling you otherwise about a hosted product is describing something they have not built.
Is this the same product as the AI receptionist?
No. HeyDiane (the core product) answers phone calls for trades and service businesses. HeyDiane Visits is a different tool entirely — it schedules and routes your front-line staff, keeps encrypted case notes, and seals client addresses behind a logged reveal. Mileage, timesheets, and lone-worker check-ins are in development. They share a name and a company, not a feature set.
Are you telling us this is HIA or PIPEDA compliant?
No, and be sceptical of any vendor who says that about their own product. Compliance is a property of your agency's whole operation, not of one tool inside it. What we can tell you is the architecture: addresses, contact details, and note narratives are encrypted at rest under a key derived per agency, so one agency's records cannot be opened with another agency's key; every read and write is scoped to the signed-in account's agency; every reveal of a sealed field is written to an audit ledger the application offers no way to edit or delete; and the day-to-day scheduling surface runs on coded file references, first names, and zones rather than names and addresses. Your existing obligations continue to apply, and we designed so that using this doesn't widen them.
How is this priced for an agency our size?
We price per active front-line seat, not a flat agency fee — because agency size varies enormously, from a handful of staff to fifty or more. Expect a range in the neighborhood of $15–$40 per seat per month depending on scope, confirmed on a short call once we understand your team.
Our staff turn over constantly. Does the pricing punish us for that?
No — seats track active staff, not a locked headcount. Add or remove a worker as your team changes and the bill adjusts with it. High turnover in this field is something we designed around from day one, not an edge case.
Does this track our staff's live location?
No. The Compass works from planned routes and staff-initiated safety check-ins — not continuous GPS tracking. Direction and reliability, not surveillance, is the point: your team confirms where they are at defined moments, and that's what gets logged.
How do the safety check-ins work for lone workers?
Honestly: not yet. The check-in surface is in the product, but the engine behind it — arrival and departure taps, the overdue timer, and the escalation to your after-hours designate — is in development and not something you can rely on today. When it lands it will be configured to the working-alone procedure your agency already has, including your check-in interval and your nominated coordinator, rather than imposing ours. If lone-worker check-ins are the reason you're looking, say so on the call and we'll tell you where it actually stands before you commit to anything.
Can it handle recurring visits?
Yes. Recurring schedules are defined once as a series and materialized onto the calendar automatically ahead of time, so a weekly family visit or a standing support appointment doesn't have to be re-entered every week.
Is there a contract?
No long-term contract required to get started. We onboard on a discovery call, configure the Compass to how your agency already runs visits, and go from there month-to-month.
Why we build this
Every hour a worker spends reconstructing where they’re going is an hour they don’t spend with the family in front of them. That’s the hour Visits is for.
And a client tells a worker hard things because they trust where it goes. Sealed addresses and a logged reveal are what make that trust more than a promise.
Talk it through on a 15-minute call
Tell us how your agency runs visits today. If HeyDiane Visits doesn't fit, we'll say so.