calendar view.
CoolCare shows staff exactly where they need to be, when and for what role. No more printing the rota a million times as you update it. The team instantly see what shifts they are assigned to.
Features
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.
timesheets for care homes.
Boost staff morale whilst you save time and money. Accurate, automated, timesheet management improves punctuality, reduces payroll errors and frees up oodles of admin time.
Set the rules and CoolCare automatically “snaps” hours to the right shift-length. 50% of CoolCare shifts are automatically reduced by 45 minutes thanks to snap to shift– about £6.75 potentially saved per snapped shift…plus a load of admin time.
- £30-50k annual potential saving per care home
- 5 day+ monthly reduction in admin time
- More accurate staff pay
Locking timesheets means checks are timely and accurate, reducing error and admin time. Once locked, no changes can be made so the team are incentivised to do daily checks.
Authorise any holiday, training or absence through the staff calendar. CoolCare’s residential care home software automatically adds it to the timesheet and updates the rota. Absence requests flag on the dashboard, making it a quick task.
Timesheets are hugely important to staff – especially at the moment. CoolCare shows them their live timesheet hours. They can check hours and know what’s likely to be in the next pay cheque. A simple way to increase employee trust and job satisfaction with less work required from you.
Set your break deduction rules and CoolCare will automatically adjust timesheets for you. No more to say. It’s that easy.
Care Home Manager:
‘CoolCare is simple and easy to use. It works everything out for you. I haven’t looked back since I started using it.’
care home rotas.
Rotas don’t have to be lastminute.com. Take control of your rostering with CoolCare. Rotas will be planned in advance and shift cover messaged straight to staff.
work to budgets.
Set the staffing requirements and CoolCare makes sure you roster to them.
Assign staff to full patterns or individual shifts. It’s up to you. CoolCare shows you who you need and when so no more on-the-fly budgeting.
never miss an empty shift.
Shifts requiring cover are obvious to see and easy to fill.
CoolCare tells you who’s available and qualified for the shift. Just ask them to cover directly through the shift and accept cover offers there and then. Pool staff from other homes if you need help.
let staff help fill the rota.
Empower staff to manage shifts and reduce unnecessary admin time.
Staff can offer to cover available shifts they are qualified for. Boom. The rota shows who’s willing to cover and you can drop them straight on.
auto remove absent staff.
As soon as you authorise a staff member’s absence, holiday or training, opt to automatically take them out of the rota.
Their shifts show as uncovered and a note left to show the usual worker is on leave.
individual rota calendar.
Rotas can change. A lot. CoolCare automatically communicates staff’s latest rota.
Each staff member has their own personal CoolCare calendar. All their upcoming shifts, training and booked holidays show live. They know their shifts without you needing to lift a finger.
Care Home Manager:
“I mainly deal with the rota and it is very efficient and easy to see what needs covering when.”
payroll reports for care homes.
Through automation and intelligent insights, Coolcare ensures your payroll data is as accurate as it can possibly be.
- Pre-Process Report
- Pay Rates Report
- Moneysoft CSV
- Iris CSV
- Sage CSV
- Contract Changes
- Holiday Accrual
- Automatic Deductions
Care Home Manager:
“CoolCare has meant reduced time on timesheets, payroll, reduced paper usage. This has meant staff’s valuable time can be spent on our residents and supporting the team.”
clocking hardware.
Keep it simple with CoolCare’s fool-proof system Fobs or Biometric, your choice.
CoolCare’s clock-in system is well tried and tested: staff understand how to do it instantly. Low tech requirements also means it can take minutes to install. Even if your home is in a wifi black spot, it will work for you.
Fobs? We got them.
Facial recognition? (a.k.a. Bio-metric) we got that too!
Buy it outright or add to your subscription.
- Non-touch System
- Internet Free Fobs
- iButtons
- Live Updates
- Nohmads
- Biometric WiFi or Wired
- Facial recognition
staff portal.
Empower staff to manage their own working lives. See staff morale go up and unnecessary bureaucracy go down.
- Upcoming Shifts
- Training
- Holidays
- Planned Absence
previous hours.
Staff like to check their hours. Rather than spend hours fielding pay queries, give them access to CoolCare’s staff portal. They can check their previously worked hours, absences, holidays and training – keeping them happy and freeing up admin time.
shift cover.
CoolCare displays any vacant shifts staff are qualified for. With one click, staff can offer to cover the shift. You’ll be notified on the rota and when assigned, they get SMS confirmation and their calendar is updated.
You can ask them to cover a shift too. They’ll get an SMS notification and your request will show in their portal.
- Outbound Requests
- Inbound Requests
- Direct Rota Link
- SMS Notification
holiday requests.
Make holiday management more staff-friendly (and efficient!) by letting them submit their own requests. Voila: the request appears on the dashboard so you can authorise it. When you do, they get an SMS notification and their calendar is updated.
- SMS Notification
- Request Notes
- Authorisaiton
- Entitlement Displayed
- Calendar View
- Live Rota Updates
Care home Manager:
“The rosters are really clear on the app. (Staff Portal) It shows when they’re working and whether there’s a holiday.”
Frequently Asked Questions
Why is digital clocking more efficient than paper-based systems?
Put simply: it is automatic and you can trust it. The software automatically captures when your team started work and then compares that to their normal shift patterns to align it. Time is saved by not having to manually write down when people came in/out but also in the checking you need to do for accuracy. Your staff can also log in and see their hours so they are assured that they are being paid correctly, reducing the many payroll queries that care homes receive each month. Aside from the time saved, there are big cost savings too as your payroll will be much more accurate with your team being only being paid for hours genuinely worked.
How easy is it to change the rota?
Coolcare has been rostering care staff since 1998. The rotas are based on an overall budget of agreed safe staffing levels set by the care home. The rotas can be set to automatically roll on a reoccurring basis. We recognise that flexibility is paramount in care, as such shifts can be allocated to regular staff, or alternatively the shift can be set to have no specific staff member allocated (yet the shift is still needing cover).
Clicking on an unallocated shift displays only staff qualified for the shift and allows managers to request cover from staff, bank staff, and staff in other homes (within the group) and set for Agency cover.
How does CoolCare make filling shift cover easy?
CoolCare auto-creates text messages and sends them to staff to ask if the staff member would be available to cover the specific shift. Staff simply click YES or NO and the rota is updated with the offer. Selecting the staff member for that shift puts them in the rota, sends a text and updates the staff member’s personal staff portal.
Can Staff see when they are working next?
Yes, through their free online staff portal they can see when they are working next, their booked (and rejected) holiday, plus when they have worked, how long they worked, what job role they did and at which home, thus assisting in pre-payday questions of “did you see my overtime shift” etc.
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.”
More Features
Implementation and Support
Software is only as good as it is used. Effective implementation and user adoption is key to success. That’s why our software is so intuitive and implementation is easy, with teams on hand to help your ongoing digital journey. CoolCare is more than just software, it’s great service.
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 digitally with smart features that are easily accessible across multiple care homes and teams.
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.
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.
learn to love your admin.
We'd love to show you our easy-to-use software for care home operators. Arrange a free demo.
Obligation Free
Commitment Free
Hassle Free