Software built to 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.

16 million

staff clocks processed *

5 days

saved per home, per month*

speed up processes.

Quick Payroll

Automated timesheets and shift adjustments save time as well as £££s.  It’s quicker and more accurate so less checking needed.  Staff can check their hours through their login so less queries for you. Payroll reduces from days to a few minutes a month.

Hassle Free Invoicing

With pre-set rules sorting out how much to charge, you just set the resident up and run the invoicing when due.  Simple. Anything out of the norm is flagged so just check those and run your invoices with confidence.

Efficient Rostering

Save hours every day by forward planning your rota with CoolCare.  Easily see any shifts that need filling; communicate directly with staff; fill your shifts in no time.  No need to print the rota – your staff can all see their shifts on their own phones.

Access From Anywhere

If you have permission to access CoolCare, you can do it from wherever you are.  Data can be viewed at Group, Company or Home level.  No need to wait for others to send you info, just log in and see for yourself.

Remove Duplication

Why do it twice when you can do it once? Repeated processes follow the rules you set.  Enquiries convert to residents; recruitment candidates transfer to staff; staff transfer between homes.  All the required information is carried across.

Even CoolCare’s Virtual Notice Boards allow you to schedule recurrent menus and events so Residents are automatically informed.

Less Admin

Care homes have residents, staff, visitors and the home itself to look after so there can be a lot of admin and checks.  CoolCare makes it quick and easy in so many ways.  Here’s a few:

    • Dashboards
    • Maintenance scheduling
    • Staff input holiday requests
    • Automated processes
    • Staff group messaging
    • Easy data entry

Customers Love Us

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

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

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.