Care and support logistics
Make a contact sheet with only necessary information
Give each helper the contact details tied to their own task and leave the rest off. For every helper, record the role, the best way to reach them, what they may do, when they are available and why they are on the sheet. Ask the person receiving help what they want shared before anything goes out.
A text to start with
I am organizing help for [person's name or initials]. These people have agreed to help: [names, roles and tasks]. Draft a contact sheet with one row per helper showing role, contact method, what they may do, availability and the purpose of the entry. Use only details I supply. Flag any row where I have not confirmed permission. Do not add account details, addresses or private information.
Example request. Change the details to fit your situation.Helper contact sheet
Person receiving help (name or initials): [ ] Sheet shared with: [ ] Master copy kept by: [ ] Date last confirmed: [ ] Helper name: [ ] Role: [ ] Task they cover: [ ] Best contact method: [ ] What they are permitted to do: [ ] Availability: [ ] Why this entry is on the sheet: [ ] Person's permission confirmed on: [ ] Helper agreed to share this contact with: [ ]
Details that creep in
Contact sheets collect extra material because it feels helpful: home access codes, insurance numbers, diagnoses, or other helpers' personal phone numbers. Check each row against the task. A person who drives to appointments needs a pickup time and a phone number, not a medication list. Look for rows where permission is assumed and for availability that was guessed. Also check whether one helper's details will be seen by another helper, since the person may have agreed to share contact information with some people and not others.
Ask another agent to check the result
Compare each entry with the helper's task and approved sharing arrangements. Flag unnecessary account, health or home-access details and contact information outside the permitted audience. Keep contacts the helper actually needs, such as an agreed coordinator. Identify any unclear permission or guessed availability.
Confirm before sharing
Confirm the intended recipients with the person receiving help, and ask each helper to check their contact method and availability. Decide who maintains the master copy. Give each helper the contacts needed for their task, such as the coordinator or confirmed backup, with the relevant sharing permission. Update affected people when a role or contact changes.