How to invite caregivers to help track behavior in VillageMetrics
To invite caregivers to VillageMetrics, go to your child's profile and send an invitation to their email address. Once they accept, they can record voice journal entries about your child that automatically combine with yours—giving you a complete picture of behavior across all caregivers without anyone having to coordinate or share notes manually.
Here's how to set it up and make the most of it.
Why Multiple Caregivers Matter
No single person sees everything. Your child might behave differently with:
Mom vs. Dad — Different parenting styles, different responses
Home vs. school — Masking at school, releasing at home
Babysitter vs. parents — Different expectations, different environments
Therapists — Structured sessions vs. daily life
When everyone contributes observations to one system, patterns emerge that no single caregiver would see alone. The school saying "great day" while you're dealing with after-school meltdowns becomes visible data, not just conflicting stories.
Step 1: Decide Who to Invite
Think about who regularly spends time with your child and could contribute useful observations:
Co-parent or spouse
Babysitters or nannies
Respite care providers
ABA therapists or other regular therapy providers
School aides (if they're willing and it's appropriate)
You don't need to invite everyone. Start with the people who see your child most often and would realistically record entries.
Step 2: Send Invitations
Tap your child's photo at the top of the screen and select "Invite someone to [child's] village" (or go to Settings → Child Profile → Invite new caregiver).
Enter the caregiver's name and email address
Select their caregiver type (family member, therapist, teacher, etc.)
Set their permissions — choose what they can access:
Can contribute data — record voice journal entries
Can view behavior data — see scores, trends, and analysis
Can view medical data — see medication information and effectiveness
Can view journal notes — read other caregivers' entries
Send the invitation
They'll receive an email with instructions to download the app and join your child's village. Invitations expire after 30 days if not accepted.
Step 3: Explain What You Need From Them
Caregivers will be more likely to contribute if they understand:
What to record:
How the day or session went overall
Any notable incidents (meltdowns, aggression, wins)
Context that might matter (what activities happened, how transitions went)
How long it takes:
A minute or two of talking—no forms, no typing
Why it helps:
Their observations combine with everyone else's to show patterns
The AI can find correlations across caregivers (e.g., "behavior is better on therapy days")
It helps you prepare for doctor and therapy appointments
Example message to send:
"I'm using an app called VillageMetrics to track [child's name]'s behavior. If you could record a quick voice note after your time with him—just a minute or two about how things went—it would really help us see patterns. I sent you an invite. Thanks!"
Step 4: View Combined Insights
Once caregivers are contributing, you can:
See entries from everyone: All journal entries appear in one timeline, tagged with who recorded them.
Ask cross-caregiver questions:
"Is behavior different with Mom vs. Dad?"
"How do therapy days compare to non-therapy days?"
"What patterns exist on days the babysitter is here?"
Spot caregiver-specific patterns: Sometimes the AI will surface insights like "behavior scores are higher on days when [caregiver] is mentioned" or "meltdowns are more common during school days than weekends."
Tips for Getting Caregivers to Actually Contribute
Make it easy. Don't ask for detailed reports. "Just talk for a minute about how it went" is achievable; "fill out this form" isn't.
Show them the value. Share an insight that came from combined data: "We figured out that gym days are triggering the after-school meltdowns—we only saw that because the school was logging too."
Don't require perfection. Some caregivers will record every time; others will be sporadic. That's okay. Any additional perspective is valuable.
Respect boundaries. Not everyone wants to use an app, and that's fine. The core tracking can still work with just you—other caregivers are a bonus.
What Caregivers See and Can Do
Caregiver access depends on the permissions you grant:
With "Contribute Data" only (minimal access):
Record voice journal entries
See their own entries
Add "View Behavior Data" for:
Behavior scores and trends
Hashtag analysis
Caregiver effectiveness comparisons
Add "View Medical Data" for:
Medication information and effectiveness analysis
Medical-related patterns
Add "View Journal Notes" for:
Read other caregivers' entries
Full context on what's been happening
Caregivers can never:
Change medications or profile settings
Delete entries or modify your data
Access anything without your explicit permission
You stay in control. You can change permissions or remove caregivers at any time.
Frequently Asked Questions
What if a caregiver doesn't want to use the app?
That's okay. You can still use VillageMetrics with just your own entries. If they're willing to share observations verbally, you can include their perspective in your own journal: "The babysitter said he had a great afternoon—calm, played well, no issues."
Can caregivers see each other's entries?
Only if you grant them the "View Journal Notes" permission. By default with just "Contribute Data," caregivers can only see their own entries. You control exactly what each person can access.
How do I remove a caregiver if the situation changes?
You can remove caregivers from your child's village at any time in the profile settings. Their past entries remain (they're part of your child's history), but they'll no longer have access to add new entries or see the profile.
Ready to stop flying blind? VillageMetrics turns your daily voice notes into the data doctors need to help your child.