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.
80%
CoolCare customers do not record any agency use*
staff management.
Make your team’s lives easier with smarter staff management. Staff get: a better work-place. You get: happier employees, easy compliance tracking and time savings all round.
Tailored dashboards and exception reports make missing/overdue employment checks a thing of the past. As CoolCare automatically flags what needs actioning, the regulator can see you’re working compliantly.
Full Staff Record
Probation Review
DBS Checks
Personal ID
Visa Requirements
Vaccination status
Renewable Check
Dashboards
Reporting
Data Exports
Pool Staff
Transfer Staff
Care is hard so staff trulydeserve their hols. Managing time off can be a real pain in the admin so let CoolCare do the hard work for you. Staff can manage their holiday requests and, once authorised, the roster automatically updates. More empowerment for them, less admin for you.
Use CoolCare’s dashboard widgets to ensure staff get their regular reviews. You define how regular they should be: CoolCare makes sure you do it. A simple formula for a well-managed, compliant team.
Training Matrix
Calendar
Mandatory
Timesheet link
Dashboard
CoolCare smartly manages all staff training needs and achievements – it even prompts when someone is missing a qualification or requires an update.
Unleash the power of employee satisfaction through better communication. Whether messaging an individual or a group – or an auto notification – CoolCare delivers an SMS straight to their phones. No need to install anything. Simple, direct, comms.
…we even integrated messaging into the rota to make it that bit easier.
Custom SMS
Conversation history
Group messages
Rota messaging
Auto notifications
196 SMS sent per care home per month on average
Too many archives, not enough space? CoolCare will sort it. Securely, upload unlimited documents to CoolCare’s staff records. No need to go to the home to find a document either. Log on to CoolCare from wherever you are and hey-presto, there the document is.
Care Home Group Director:
“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.“
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:
“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.”
recruitment.
Losing a good candidate due to poor process is painful. Never fear: CoolCare makes a quality care staff recruitment process easy to achieve.
From identifying recruitment needs to converting candidates into staff , CoolCare’s care home software guides you through the recruitment journey.
Identify vacancies
Manage applicants
Track progress
Apply multiple positions
Convert to staff
Upload documents
agency management.
Agency use is a pain in the…wallet. But it doesn’t have to be. Effective rostering and planning soon brings that cost right down.
reducing agency need.
Best way to avoid agency? Use staff to cover shifts. CoolCare’s rostering does just that. Rotas planned well in advance means plenty of notice for cover. Staff can even offer their availability. No need for frantic last minute calling.
Better for residents, staff and the wallet alike!
agency ledger.
Get transparency over agency usage. How much agency use is forecast and why? Could rostering improve to reduce it? Are agency invoices correct? CoolCare shows exactly how much/when/why care homes use agency.
With close scrutiny, agency usage will reduce right down.
roster agency staff.
Once all possible cover options have been exhausted, and agency is inevitable, quickly plan it on the rota. Drop the pre-selected agency onto the right shift. No further admin needed as CoolCare auto-adds it to the ledger.
Care Home Manager:
“Over the last 6 months we have gone from using 200+ hours to 0. Very easy to manage and organise.”
staff reports and analysis.
Spend time running your home, not reporting. CoolCare brings everything actionable to users’ attention so it gets sorted before it becomes an issue.
Instead, let reports just give insight into performance to prove compliance and identify areas for improvement.
Budget Hours
Training Matrix
Vacancy Tracker
Missing Information
Holiday Calculation
Compliance Checks
Dashboard Widgets
CSV Exports
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.”
Frequently Asked Questions
Can CoolCare help me recruit and retain carers?
Yes – by tracking applications through our recruitment module in the first instance and then via our time and attendance and rota systems ensuring that they are paid accurately and on time. We offer direct links to several payroll systems and also can allow your teams to access their earnings before payday through Flexearn – another direct link from CoolCare.
How does CoolCare help with planning and monitoring the workforce
The CoolCare Rota monitors your staffing budget to clearly show that you are achieving the correct staffing levels. Where there are small changes to be made to the Rota, such as adding extra shifts, staff swapping shifts, split- shifts, changing shift times and assigning cover for absences and holidays as well as bringing in agency cover, the Rota has the functionality to easily make these amendments to help you keep up to date. Additionally, the timesheet and calendar clearly show the staff attendance for the week and work with the Time and Attendance system for real-time information.
How does CoolCare help us to communicate with our staff?
As well as offering a way to openly communicate with staff via our messaging system, CoolCare also offers a Staff Portal which allows you to offer specific shifts to your team and act on their responses to fill gaps in the rota, as well as allowing staff to submit holiday requests themselves and be notified when they have been accepted.
Can Coolcare notify my staff of any changes to their schedules?
It can assist in this, allowing you to send SMS messages to your staff directly from Coolcare. Some of these are automated, such as from CoolCare’s rota and calendar sending messages when there are changes to shifts or holidays, or you can send customised messages to any number of staff. There’s also the staff portal where your staff can interact with Coolcare, such as adding holiday requests to appear on your calendar.
Can CoolCare help my care staff and workers on the ground?
Definitely, the staff portal is easy to set up and use. This feature allows your staff to see their shifts and request holidays. They can also check any available shifts and request to cover them.
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.
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.
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.
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.
