How to Connect AlayaCare to Willa: A Home Care Setup Guide
Connect your AlayaCare server and API keys, learn which client details Willa sends, and test the handoff from your pipeline.
Connect Willa to AlayaCare to hand off a converted family as a client record. The connection sends client details one way; AlayaCare remains where your team manages care delivery.
- • You need your server address and public/private API keys.
- • A date of birth is needed before Willa sends a client.
- • Moving a contact to Client starts the handoff.
- • This guide applies to US and Canadian Willa accounts.
What to prepare
Ask an AlayaCare administrator for the hostname used to sign in to your account, such as youragency.alayacare.ca, and a public/private API key pair. In AlayaCare, an Alaya Admin can generate keys under Settings → External Integrations → API Key Manager. Your account may use a different hostname; copy yours rather than the example.
Make sure the key can access client records. Willa checks the connection by reading a small set of patient or employee records, but a successful read does not prove the key can create a client. Confirm write access with your administrator before relying on the handoff.
Connect your account
- Sign in to Willa and open Settings → Integrations.
- Find AlayaCare and select Connect.
- Enter your AlayaCare server address (the sign-in hostname), then paste the public key and private key.
- Select Test & save. Willa checks the server and credentials before showing Connected. Keep the private key out of email, screenshots and shared notes.
You do not choose a US or Canada switch inside this connection: Willa calls the server address you entered. That makes it especially important to verify the hostname for your agency.
What gets sent
When a lead moves to Client in Willa, the app attempts to create a patient/client record in AlayaCare. It sends the fields below when available. Willa does not read rosters, visits, care plans or invoices back from AlayaCare.
| In Willa | Sent to AlayaCare | Note |
|---|---|---|
| First and last name | first_name, last_name | Last name falls back to first name if empty |
| Date of birth | birth_date | Required by Willa's handoff |
| Email and phone | email, phone | Sent when available |
| Location | address | Sent when available |
| Care needs and hours per week | notes | Included as a short text note |
One-way client creation; a successful handoff is tracked per contact to avoid repeating it.
Test the handoff
- Use a contact you are authorised to share with AlayaCare. Fill in their name and date of birth, plus any details needed for the handoff.
- Move the contact to Client in Willa, then open the contact's activity history to check the AlayaCare sync result.
- Look for the new record in AlayaCare and verify its details. If the attempt failed, correct the issue and use Sync to AlayaCare on the Willa contact to retry.
If something goes wrong
Connection rejected: Check that the public and private keys belong together, remain active, and are entered against your own AlayaCare hostname. A missing API page or insufficient access needs your AlayaCare administrator's help.
Server not found: Enter only your sign-in hostname, without a page path. The connection expects AlayaCare's external API at that server address.
No new client: Add a date of birth first. Check the contact's activity history for the provider response, then retry manually. An existing successful handoff will not create a second copy.
Using another platform? See the ShiftCare setup guide or the AxisCare setup guide.
Frequently asked questions
What do I need to connect AlayaCare to Willa?
Your AlayaCare sign-in server address and a public/private API key pair generated by an Alaya Admin. Enter all three in Willa's Settings under Integrations, then select Test & save.
When does Willa create a client in AlayaCare?
When you move a contact into the Client stage, Willa attempts to create an AlayaCare client record. You can also retry from the contact's Sync to AlayaCare action. It does not import schedules or care plans from AlayaCare.
Why did my AlayaCare sync fail?
First check that the contact has a date of birth; Willa will not send an AlayaCare client without one. If the connection test fails, confirm the exact sign-in hostname and an active public/private key pair with the necessary permissions. Contact your AlayaCare administrator if API access is unavailable.
Can Canadian and US agencies use this connection?
The setup is available in both Willa regions and accepts the AlayaCare server address for your own account. Confirm your AlayaCare tenant and data-handling arrangements with your administrator before sending client information, especially in Canada.
Hand off new clients to AlayaCare.
Connect your care-management account and keep the intake-to-care handoff in one workflow.