Rubi Space

Why AlayaCare agencies need more than the native inbox.

AlayaCare is purpose-built for clinical workflows — scheduling, documentation, care planning, visit verification. It's exceptional at what it does, and home care agencies depend on it every day.

But there's a whole layer of operational work that lives around those clinical workflows: reminding caregivers about their next visit, chasing down a late clock-in, blasting a branch-wide SMS when a schedule shifts, and quietly tracking which credentials are about to expire. AlayaCare has messaging and visit-level notifications, but the kind of bulk, automated operational communication that agencies need at scale — branch-wide blasts, credential expiry tracking across hundreds of staff, automated late-clock-in follow-ups — benefits from a dedicated communication layer. Without one, most agencies end up bridging the gap with spreadsheets, personal cell phones, and manual coordination.

Three modules. Three problems. One AlayaCare integration.

Rubi Space is a small suite of Python modules that layer onto AlayaCare and handle the communication and compliance work the native platform leaves alone. Each module is independent — buy just the one you need or all three — and they all share the same AlayaCare API connection and Twilio SMS backend, so there's one setup and one bill.

Shout — targeted SMS to any employee group.

Shout is what you reach for when you need to tell a hundred caregivers something at once. You filter employees using the same fields AlayaCare exposes — branch, department, group, status, designation — preview the recipient list, refine until it's exactly the people you want, write a message, and send.

• Filter by real AlayaCare fields — branch, department, skill group, active/inactive status, and job designation all pull from AlayaCare directly, so the list is always in sync.
• Preview before you send — see exactly which names are on the list, then refine the filters until the recipient set is right.
• Message history — every blast is logged, so you can audit what went out, when, and to whom.
• Two-segment message cap — messages are capped at 320 characters to keep costs predictable and deliverability high.

Sparkles — visit automation that runs itself.

Sparkles is a scheduled notification engine. It wakes up on a cron, asks AlayaCare what's happening right now, and fires off the right message to the right person through the right channel. No human in the loop.

Sparkles handles the notifications that would otherwise chew up coordinator time all day:

• Upcoming visit reminders — caregiver gets an SMS the evening before or hours before each scheduled visit.
• Late clock-in / clock-out alerts — if a caregiver hasn't clocked in within X minutes of the scheduled start, the office gets a heads-up before the client calls to ask where their caregiver is.
• Client confirmations — the family or client gets a reminder too, configurable per service line.
• Birthdays & anniversaries — small gesture, big retention impact.
• Webhooks — for agencies that want to pipe events into Slack, Teams, or their own systems.

Every message supports dynamic tokens pulled from the visit record — caregiver first name, client name, visit time, address, special notes — so the SMS feels personal instead of like a form letter.

Launch — credential expiry tracking that stops surprise compliance gaps.

Every home care agency deals with the same nightmare: a caregiver shows up for a visit, and their CNA license expired yesterday. Compliance calls, the visit gets flagged, and the agency is on the hook. Launch prevents this by monitoring every credential field in AlayaCare and sending reminder emails at configurable intervals before expiry.

• Daily run — Launch checks every active employee once a day against AlayaCare's skill expiry dates.
• Configurable lead times — 30, 60, 90 days before expiry, or whatever your compliance policy requires.
• Skill-level granularity — alert on specific skills only (CNA, HHA, BLS, TB test) or on everything tagged as a credential.
• Branch-aware — reminders route to the right office email per branch, so nobody's drowning in another region's noise.

Pricing — Shuttle vs Station.

Two tiers depending on how complex your operation is. Most single-branch agencies land on Shuttle; multi-branch organizations with independent ops land on Station.

How SMS costs actually work.

Rubi Space uses your own Twilio account for SMS delivery, which means you pay Twilio directly for messages — no markup from us. Pricing is per SMS segment (160 characters); a typical message is one segment, occasionally two.

Implementation — what the first two weeks look like.

1. Proposal walkthrough. We confirm which modules you want, scope the config complexity, and send a fixed-price proposal.
2. Onboarding ticket. We open a project ticket with the full setup checklist — AlayaCare API key, Twilio account, phone fields, email whitelist.
3. AlayaCare API access. Your AlayaCare admin generates a service-account API key with read access to employees and visits.
4. Twilio account setup. You create a Twilio account (or we help), purchase the SMS number(s) you need, and share the credentials.
5. Config form. You fill out a short form with your filter preferences, message templates, reminder windows, and routing rules.
6. Staging + testing. We deploy to staging, run a dry-run against your real employee list, and have you verify a handful of test messages.
7. Go-live. Coordinated production cutover, usually mid-week so we can watch the first dispatch cycle together.
8. Ongoing support. Config changes, new rules, reporting tweaks — all handled via our standard support channels.

Frequently asked questions.