Care Home software for HR teams

Boost retention and compliance with smart workforce management. Take the time you need to improve employee experience.

Without CoolCare4, 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 Bainborough, Director, Grosvenor Care Homes

smarter staff management.

Compliance Dashboards

Be confident when CQC walk in. Review dashboards at Group/Company/Home level to complete live checks on compliance.

Live Staffing Monitoring

See who is on-shift and clocked-in in any of your homes, from wherever you are. Instantly see if this is what was rostered so you can be sure you are staffing to plan.

Workforce Planning

Plan rotas in advance so you can be sure your homes are staffed safely; identify recruitment needs; and reduce agency usage. Over 20% of CoolCare customers rely entirely on staff offering to cover shifts to fill gaps in the rota and do not need to send shift rquests.

Time and Attendance

Digital timesheets with automated rules mean you know you are paying your staff accurately. High absence and any lateness is easy to spot and address, making for a fairer workplace.

Recruitment

Get ahead of the curve with recruitment, identifying future recruitment needs through the rota. With full candidate tracking and staff conversion you can catch the best recruits.

Agency Control

Use CoolCare’s rostering and agency ledger tools to keep agency use down. With happier staff, better forward planning and transparency on agency booking, agency use dramatically decreases. 80% of CoolCare customers do not record any agency use.

Staff Empowerment

Give your staff control over their working lives. With the ability to see their work calendar live, offer to cover shifts, and book holiday, their working-life is made easier and your time is saved.

Customers Love CoolCare

Delve in to how CoolCare does its magic.

Over the last 6 months we have gone from using 200+ agency hours to 0.

Very easy to manage and organise.

Care Home Manager

With staff being able to see available shifts achieving pick ups and rota coverage is fantastic, with the right staff who are willing to pick up shifts it almost covers itself when you have staff members on leave or sick.

Care Home Manager

Cool care is a fast and efficient way to make sure shifts are covered and holidays are correct to work on the rota.

Care Home Manager

The rota is easy to use, all staff receive their planned shifts by text, staff have their rota in advance.

The rota is easy to use, all staff receive their planned shifts by text, staff have their rota in advance. It is easy to see gaps in the rota and gives me the opportunity to cover shortfalls swiftly.

Care Home Manager

It allows us to manage rostering, training, annual leave and sickness. Without it, we’d spend days doing this manually.

Payroll

Rotas are easier and save loads of time, time sheets are alot easier too and CoolCare does a lot of the work.

Care Home Manager

I love that I can use Coolcare on the go from anywhere.

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

Time spent on processing payroll has more than halved.

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

Now we have breathing space to help and support team members

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

CoolCare is already impacting the bottom line for the better

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

Very easy to see, very transparent.

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 see all I need on my phone

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

We’re saving tens of thousands.

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

Payroll reduced to just 4 hours per month.

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

Faster and more accurate.

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

Really easy system to use

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

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.

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.

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.

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.

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

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.

Care Home software for HR teams

smarter staff management.

Customers Love CoolCare

Over the last 6 months we have gone from using 200+ agency hours to 0.

Care Home Manager

With staff being able to see available shifts achieving pick ups and rota coverage is fantastic, with the right staff who are willing to pick up shifts it almost covers itself when you have staff members on leave or sick.

Care Home Manager

Cool care is a fast and efficient way to make sure shifts are covered and holidays are correct to work on the rota.

Care Home Manager

The rota is easy to use, all staff receive their planned shifts by text, staff have their rota in advance.

Care Home Manager

It allows us to manage rostering, training, annual leave and sickness. Without it, we’d spend days doing this manually.

Payroll

Rotas are easier and save loads of time, time sheets are alot easier too and CoolCare does a lot of the work.

Care Home Manager

I love that I can use Coolcare on the go from anywhere.

Kathleen Spencer

Time spent on processing payroll has more than halved.

Bejul Shah

Now we have breathing space to help and support team members

Chris Bainsborough

CoolCare is already impacting the bottom line for the better

Keith Milton

Very easy to see, very transparent.

Michael Whitehead

I see all I need on my phone

Michael Whitehead

We’re saving tens of thousands.

Stacey Linn

Payroll reduced to just 4 hours per month.

Nikki Canbek

Faster and more accurate.

Clare Shann

Really easy system to use

Amanda Jackson

Trusted by the UK’s leading operators

take the ‘Arghhh’ out of your admin.

Occupancy Management

Time & Attendance

Finance

Workforce Management

Care Home Administration

Case Studies

how to support management | the hennessy partnership.

coolcare | the benefits of administration management at lexicon.

technology system | reducing administration time at adept care homes.

the use of the coolcare digital system at read house.

st vincent care.

ideal care homes’ stacey linn: care home administration software pays for itself.

halcyon care homes.

st. martins care.

grosvenor care homes.

learn to love your admin.

Benefits

Use Cases

Features

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take the ‘Arghhh’
out of your admin.