Software that increases your profits

earn more with less effort. CoolCare customers are smart: that's what they do.


higher average fees *


average annual savings per home*

higher weekly fees.

CoolCare customers achieve weekly fees 62% more fees.

Stronger processes make for better run homes which feeds into service quality: all reflected in the weekly fee you can generate. Great enquiry management, and a solid grip on live occupany, enables quick conversions so no opportunity is lost.

CoolCare customers’ average weekly fee is £1,142 compared to national average of £704-888.

Read more about care home occupancy features.

fill beds.

Convert more enquiries and secure above-average occupancy levels.

CoolCare customers have their eye on enquiry management and occupancy.   On average, 50% of all enquiries entered on CoolCare convert to a resident.

“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,
St Martins Care

more self-funders.

Good enquiry management gives you control of who moves in.

CoolCare’s built-in waiting list management and pipeline overviews show you the level of self-funder interest.  You can ensure admissions are being planned in line with your strategy to increase your private ratio.   CoolCare customers have more self-funders than the UK average with 54% private payers on average.


accurate billing.

Reduce human errors and capture revenue accurately.

CoolCare flags fee discrepancies and missing contracts. You’ll know you are charging correctly and not letting anyone have a free stay.  That’s extra money straight to the bottom line.

Read more about CoolCare’s care home invoicing.

“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,
Halcyon Care Homes

lower costs.

Save money, save time and strengthen margins.

Staffing mistakes are expensive and add up.  CoolCare adjusts shifts to prevent overspend whilst agency ledgers easily reconcile spend.  With all the time CoolCare saves you, you’ll need less people to run the same functions. Teams will therefore have more time available to work on business improvement.

Read more about how CoolCare’s care home administration software saves time.

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

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

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

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

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

Frequently Asked Questions

How can Coolcare help increase profits?

In many ways, having your home admin in one location on an easy-to-access system gives your managers more time to spend on care and managing their home rather than paperwork. having access to a more accurate time management system allows you to pay your staff for the hours they’ve worked, keeping track of invoices and enquiries through live data means your home is consistently at maximum occupancy and on top of regular payments.

How does CoolCare improve the sales ledger?

At CoolCare we know that a well-managed enquiry pipeline can allow home managers to reduce the time from enquiry to admittance increasing overall revenue by having the resident join the home earlier. The average time from enquiry to admittance is under 20 days on CoolCare. Also, where there is a differential in funding, a strong enquiry pipeline can allow management to be selective in the choice of the next resident, again increasing the overall price per bed.

How does CoolCare help reduce staffing costs?

CoolCare makes managing staff easier by combining rota, timesheets and communications in one simple, easy-to-use package. By setting the safe staffing budget, the home managers can easily see staffing requirements, whether shifts are under-staffed or over-staffed. Communications via text can be sent directly from the system reducing the time taken to ensure safe staffing, combined with a free staff portal, staff can see empty shifts and proactively volunteer for them, this ultimately ensures rotas are filled earlier and quicker reducing the reliance on costly agencies.

How does clocking staff in and out with CoolCare reduce staffing costs?

CoolCare uses simple fob technology to log when staff start and finish their shifts, utilising plug and play technology the set-up is easy, CoolCare auto curates timesheets by applying pay rules and break deductions automatically, both reducing admin time but also ensuring staff are paid exactly to the company rules, overpayment. CoolCare can prepare timesheets for approval and allow easy CSV download to pass to payroll, ensuring pay errors are a thing of the

Can CoolCare help reduce agency costs?

Through CoolCare’s rota system, you can always make sure you have enough of the correct staff on shift. You can message staff to cover missing shifts to help avoid agency costs. Through CoolCare’s agency ledger area, you can keep track of the costs and reasons behind agency cover, allowing you to stay on top of extra costs throughout the home and business.  

Coolcare Benefits

Be Easy to Use

Make care home administration simple. Higher staff confidence thanks to intuitive design increases the impact of digital adoption. CoolCare's user-friendliness is legendary.

Increase Your Profits

earn more with less effort. CoolCare customers are smart: that's what they do.

Save You Time

Time = money. That’s true in care homes too. All the time savings CoolCare creates means your team will have more time for business improvement. CoolCare does the processing so you don't have to.

learn to love your admin.

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