Recruiting and retaining care staff is one of the most pressing challenges in the sector – and it’s not just about filling vacancies. It’s about keeping your team engaged, supported and committed to delivering great care, every single day.
At CoolCare, we speak to care home managers daily who are looking for practical ways to not only attract the right people but keep them. While there’s no single solution, the homes that succeed tend to have two things in common – strong workplace culture and smart systems that support it.
Here’s how technology like CoolCare’s can help your home create a better working environment and retain the people who make your care home what it is.
reducing the pressure with better staff scheduling.
At the heart of retention is respect for your team’s time. One of the quickest ways to lose good people is through poor shift planning. Last-minute rotas, unclear expectations or constantly changing schedules can wear down even the most dedicated employees.
CoolCare’s rostering tools take the stress out of staffing. By giving managers clear visibility of staffing levels – and staff better insight into their own schedules – everyone can plan ahead. Real-time updates, shift notifications and simple cover requests make rota management smoother for everyone.
This kind of clarity makes a difference. Homes using CoolCare have seen a 31% drop in agency usage, as more staff proactively engage with available shifts.
empowering staff to take control of their working life.
When staff feel they have a say in how they work, job satisfaction rises. With CoolCare, employees can request shifts, offer to cover gaps and view their rotas from anywhere.
In 2025 alone, homes using CoolCare received up to 269 shift requests per home each month – saving managers up to 18 hours in admin time, avoiding endless back-and-forth emails and calls.
For instance, Charli from Monson Care Home shared how CoolCare has improved staff communication: “Instead of relying on emails, we can now send shift messages via text to staff. This is a simple and quick way to communicate with staff and allows them to easily view and accept shifts, ensuring smooth scheduling and ultimately reducing our reliance on agency staff to fill the gaps.”
Because the software works across all Monson Care Group homes, teams can be shared between nearby sites – offering extra flexibility and support where it’s needed. It also helps assess weekly hour requirements, supporting smarter recruitment and reducing excess costs.
Giving staff autonomy shows trust – and that trust is a powerful driver of retention.
making onboarding smoother for new starters.
First impressions aren’t just for families. When a new team member joins, they’re forming their opinion of your home in the first few days. A messy, paper-heavy onboarding process isn’t just inefficient – it sets the wrong tone.
With CoolCare, you can simplify onboarding, streamline compliance checks and make sure everything’s in place from day one. Staff feel valued, informed and part of the team – right from the start.
supporting a happier, more secure team.
When staff feel secure and supported, they stay. That’s true in any industry – but especially in care, where workloads are high and pressure is constant.
CoolCare helps by removing unnecessary admin, making tasks quicker and less repetitive. Tasks like tracking holidays, logging absences and compliance reporting are automated making life easier for everyone.
Previously, Doveleigh Care estimated that rotas and timesheets consumed over 50 hours a month – the equivalent of half a full-time role. Now, that time is reclaimed.
Amy from Doveleigh Care said: “CoolCare has reduced stress for our care managers. They have extremely demanding jobs and this system has taken away a significant amount of pressure. Our managers spin plates all the time, and the dashboard is helpful for them. It shows everything – who’s got sponsorships, birthdays, appraisals. This is so important because it ensures we don’t ever miss an important milestone, like a staff birthday. It’s so important that we celebrate our staff. It’s these little things. It’s about valuing our staff as well, which really helps alongside the more business-focused benefits of CoolCare.”
Creating a culture of fairness, transparency and inclusion goes hand-in-hand with great tech – and both are vital to retaining your team.
spotting signs of stress, before it’s too late.
It’s not always easy to know when someone in your team is struggling. But with real-time insights into shift data, absence patterns and engagement, CoolCare gives you the tools to spot trends early.
Is one person constantly being scheduled on high-demand days? Are certain shifts consistently harder to cover? The data helps tell the story so managers can step in early, offer support and make changes before burnout sets in.
retention starts with your systems.
You can’t always control the job market. But you can control the environment your team works in. By using smart tools, improving communication and reducing stress through clearer scheduling and admin support, your care home becomes a place people want to work.
Speak to one of our care management experts or visit coolcare.co.uk to find out how CoolCare can help reduce turnover and improve team morale.
Alternatively, explore our latest blog on how CoolCare helps you run a smoother, more effective care home.
