Care Home software for Care Staff

Take control of your working life. Manage holidays, see your planned shifts and check your timesheets.

Portal_Calendar_zoom_wide
Shift_Requests_Wide
Portal_Holiday
Portal_Calendar
Portal_Cover

view upcoming shifts.

See where, when and in what position you are due to work. All changes to your rota are automatically updated so you can be sure you’re turning up for the right shift. It will even show you your training schedule and upcoming holidays.

SMS shift notifications.

Receive a text when you are added to a shift. It’ll go straight into your calendar too.

offer extra shifts.

Log in to your portal to see what extra shifts you can offer to cover. CoolCare will message you when your offer is accepted and it will be added straight to your calendar. 

accept shift requests.

You Home Manager can send direct requests for you to cover a shift. Just click accept/decline. CoolCare does the rest. No phone calls needed.

submit holiday requests.

Booking a holiday? Check your remaining entitlement and submit the request there and then.

check previous hours.

See what’s gone onto your timesheet for previously worked shifts, holiday, training and absence.

customers love CoolCare.

As the CEO of a small care home group, I’m always looking for ways to streamline our administrative processes and save valuable time. The interface is clean and intuitive, making it easy for staff to pick up. Some key areas where Coolcare has helped us include occupancy management, rostering and payroll. Their occupancy dashboard gives a real-time view of vacancies and enquiries in progress. The scheduling tool allows managers to easily create and adjust staff rotas and Coolcare’s payroll features integrate with accounts, saving hours each month. Resident records and finance ledgers are now fully digital too, reducing errors and paperwork. Staff are happier not having to juggle paper forms. Their UK-based support is responsive to any questions. Overall we’ve found the software incredibly useful to use while streamlining our operations. I’d highly recommend Coolcare to any care home provider looking to streamline administrative processes and save valuable time.

Kevin Humphyrs

CEO Oakland Care

Coolcare is very easy to use system which is great for staff and management. It makes Rotas easier to manage, along with holidays, sickness and other absences. The residents side of it is equally as easy to use and manage. I love that I can use Coolcare on the go from anywhere.

Kathleen Spencer

Kiln Lodge Care Home

I have used CoolCare for approximately 12 years, I find it easy to use and it allows us to record all staff and resident information in one place.

Alison Brownbill

Alison Brownbill, Operations Director Highpoint

We decided to go with Coolcare V4 after using a manual process for the payroll. It turned out be a great decision, as we have found our time spent on processing payroll has more than halved. Most importantly the software is very user friendly, the training is comprehensive and if you have any issues then the support team are great at answering any queries/questions. Entering the rotas is quick and easy. Overall we have been very happy with coolcare4 and would highly recommend it for those looking to move away from a manual system or even though wishing to upgrade there current software.

Bejul Shah

Bejul Shah, Caring Group

With the old-fashioned system, you spent so much time faffing with data during a CQC or contracts inspection that you never felt you were doing the home justice. Now you just show how you manage it through the software and can present results properly in very little time. That means you can spend more time showing CQC the things you want them to see – it makes inspections so much easier!

Chris Bainsborough

Director Grosvenor Care

Without CoolCare, we’d have just never got around to sorting the high absenteeism and the problems would have persisted, now we have breathing space to help and support team members who need it and we can build and retain strong teams.

Chris Bainsborough

Director Grosvenor Care

We thought the team might be apprehensive of the move to digital. We took the time to explain to the reason we were introducing it and how it would benefit them all. By having a digital system, we’d be able to see who was letting the team down and nip it in the bud so that there was greater fairness and stability in the team. They understood that and quickly started using the electronic clocking-in. The administration and management team have found the software very easy to use.

Chris Bainsborough

Director Grosvenor Care

The speed at which the team has been able to adapt to the new system is already impacting the bottom line for the better, with the rota system paying its way within weeks of implementation. I was impressed with the ‘Snap-to-Shift’ functionality that automatically adjusted early and late clock-ins to the shift patterns.

Keith Milton

CEO St. Martin’s Care Group

The automated step-by-step enquiry process has empowered the team to keep enquiries moving through the pipeline at an active pace, from inception to conversion, there is full visibility.

Keith Milton

CEO St Martin’s Care Group

Another area where CoolCare has impacted the bottom line is the intelligent invoicing features. Every Monday the team run a report to check that all occupied rooms are being billed correctly, the system flags up any rooms not being billed at standard fees, and allows front of house, managers and head office to address the issue.

Michael Whitehead

CEO Halcyon

It’s very easy to see, very transparent. Bearing in mind our staffing model is robust and well thought out, we always want to know why a manager is deviating from the agreed plan and if there is anything we can do to support them.

Michael Whitehead

CEO Halcyon

I probably log into the dashboard 3-4 times a day to see what is happening in the group. I can instantly see if anyone is AWOL, see the current enquiry pipeline, rota vs budget etc etc, all from my phone.

Michael Whitehead

CEO Halcyon

Snap-to-Shift means that we’re not paying staff for 15 minutes of unworked time at either end of their shift every day. Across 1,200 staff a year, it means that we’re saving tens of thousands. The savings that we make with CoolCare more than pays for its subscription many times over.

Stacey Linn

Managing Director Ideal Carehomes

The difference that CoolCare has made in terms of payroll efficiencies is dramatic – payroll administration time was reduced from 23 hours per month (3 working days) to just 4 hours per month. In financial terms, the streamlining on admin time alone saves in excess of £300 per month, which has now been re-invested in other areas of the business.

Nikki Canbek

Financial Controller St Vincent’s Care Homes

Not only is the timesheet–authorisation and payroll process faster, the payroll data is also much more accurate.

Clare Shann

Managing Director St Vincent’s Care Homes

Very prompt and always readily on hand to help

Lindsey Rudd

Ideal Carehomes

I have used similar apps before but CoolCare is much better. It does everything I need as a manager.

Adalbert Rugerza

Adalbert Rugerza, Home Manager

The customer support team are very helpful when you call them. They seem to be patient, they make sure that any problem or issue you may have is resolved or dealt with.

Adalbert Rugeruza

Home Manager

We have been using Coolcare for over a year now, and have found it a really easy system to use. We use it for Residents and Staff payroll and it has been amazing. The sales support is really helpful with online chat and any issues that we have are sorted out promptly.

Amanda Jackson

Administrator, Lexicon Healthcare

Trusted by the UK’s leading operators

care home administration - ideal care homes
s-martins-care
holmes-care
loveday
quantum-care-homes
halcyon
crown-care
carebas
country-court-care
cinnamon-logo
uk00002607948

take the ‘Arghhh’
out of your admin.

Our care home software lets your staff get more done, with less effort.

Occupancy Management

Quickly fill your empty beds with no fuss. No more calls from Head Office to “check” latest figures. Just seamless enquiry tracking to increase occupancy , self-funder ratio and weekly fees, supported by live reporting to show you’re on track.

Read more about Occupancy Management>

  • Enquiry Management
  • Reports & Analysis
Occupancy_EnquiryOverview
Enquiry
Occupancy_EnquiryOverview
Enquiry
Occupancy_EnquiryOverview
Enquiry
Occupancy_EnquiryOverview
Enquiry
Occupancy_EnquiryOverview
Enquiry
Occupancy_EnquiryOverview
Enquiry
Occupancy_EnquiryOverview
Enquiry
Occupancy_EnquiryOverview
Enquiry

Time & Attendance

Manage staff hours efficiently. No more paper timesheets or hours of reconciliation. Just automated clock-ins, accurate shift adjustments and quick checks. Trust us: your team and bank account will thank you.

Read more about Time and Attendance>

  • Rostering
  • Timesheets
  • Staff Portal
Rota_Setup
Rota_Setup
Rota_Setup
Rota_Setup
Rota_Setup
Rota_Setup
Rota_Setup
Rota_Setup

Finance

Streamline your resident finances; everyone’s a winner! The team saves time and your invoicing is more accurate. With automated billing rules, speedy invoicing and analysis, you’ll have time to dedicate to business improvement.

Read more about Finance Management>

  • Invoicing
  • Ledgers
  • Business Reports
Resident_rooms
Finance_ResidentLedger
Finance_Invoicing
Resident_absence_rules
Resident_rooms
Finance_ResidentLedger
Finance_Invoicing
Resident_absence_rules
Resident_rooms
Finance_ResidentLedger
Finance_Invoicing
Resident_absence_rules
Resident_rooms
Finance_ResidentLedger
Finance_Invoicing
Resident_absence_rules
Resident_rooms
Finance_ResidentLedger
Finance_Invoicing
Resident_absence_rules
Resident_rooms
Finance_ResidentLedger
Finance_Invoicing
Resident_absence_rules
Resident_rooms
Finance_ResidentLedger
Finance_Invoicing
Resident_absence_rules
Resident_rooms
Finance_ResidentLedger
Finance_Invoicing
Resident_absence_rules

Workforce Management

Smarter staff management = better recruitment and retention. With less work for everyone, smart workforce processes mean improved outcomes, less cost and more time. It’s a no-brainer.

Read more about Workforce Management>

  • Staff Management
  • Rostering
  • Recruitment Manager
  • Agency Management
  • Reports & Analysis
Staff_Record
Recruitment_Vacancies
Staff_Training_Matrix
Staff_Record
Recruitment_Vacancies
Staff_Training_Matrix
Staff_Record
Recruitment_Vacancies
Staff_Training_Matrix
Staff_Record
Recruitment_Vacancies
Staff_Training_Matrix
Staff_Record
Recruitment_Vacancies
Staff_Training_Matrix
Staff_Record
Recruitment_Vacancies
Staff_Training_Matrix
Staff_Record
Recruitment_Vacancies
Staff_Training_Matrix
Staff_Record
Recruitment_Vacancies
Staff_Training_Matrix

Care Home Administration

Take the “Aaargh” out of your admin. Say goodbye to reams of paper, endlessly clicking through spreadsheets and human errors of care home admin. Have your records saved digtally with smart features that are easily accesible across multiple care homes and teams.

Read More about easier Care Home Administration>

  • Maintenance
  • Resident Records
  • Virtual Notice Boards
VNB_Events
VNB_Food
Maintenance_list
Maintenance recurring
VNB_Events
VNB_Food
Maintenance_list
Maintenance recurring
VNB_Events
VNB_Food
Maintenance_list
Maintenance recurring
VNB_Events
VNB_Food
Maintenance_list
Maintenance recurring
VNB_Events
VNB_Food
Maintenance_list
Maintenance recurring
VNB_Events
VNB_Food
Maintenance_list
Maintenance recurring
VNB_Events
VNB_Food
Maintenance_list
Maintenance recurring
VNB_Events
VNB_Food
Maintenance_list
Maintenance recurring

Case Studies

learn to love your admin.

We'd love to show you our easy-to-use software for care home operators. Arrange a free demo.