Running care services across two or more sites creates a problem that single-site software was never designed to solve. Client records live in one system, staff rotas in another, and incident logs in a spreadsheet that only the branch manager can find. Directors get no real-time visibility across sites. CQC inspectors turn up at one location and ask for records that exist at another. The bigger you grow, the worse it gets.
Purpose-built multi-branch care management software solves this by giving every site its own isolated data environment - staff, clients, rota, medication records, and compliance documents all scoped to their branch - while letting directors and regional managers see across all of them from a single login.
This article covers how branch management actually works in Care App: the role structure, data isolation, transfer requests, and the branch health dashboard that flags problems before they become inspection findings.
Multi-branch in Care App is not just separate logins for each site. It is genuine data isolation at every level. When a branch manager logs in, they see only their branch's clients, their branch's staff, their branch's rota, incidents, medication logs, and care plans. They cannot see or access records belonging to another branch.
At the same time, org-wide management sees everything. A director can view all branches together or switch to a single branch using the branch selector in the app header. There is no need to log out and back in with a different account.
The platform supports four care settings per branch:
Each branch can also be labelled with a group tag - useful if you run multiple branches under a regional brand or service area.
Care App uses five role levels when branches are enabled, each with a different scope of access.
Users with the management role and no branch assignment see the full organisation. They can switch between branches using the header dropdown, which filters all data app-wide to that branch. Clearing the selection returns to the org-wide view. This is the right role for directors, registered managers, and head office staff who need oversight across all sites.
A regional manager is assigned to a region that contains two or more branches. They see only the branches in their region and can switch between them freely. They cannot access branches outside their region. This role suits area managers or regional directors who oversee a cluster of sites but not the full organisation.
A branch manager is locked to one branch. They have full management access within it - rota, clients, staff, incidents, compliance - but cannot see any other branch's data and cannot change their branch selection. Any management-role user assigned to a branch automatically becomes a branch manager.
Team leaders and frontline staff see their own shifts, tasks, and assigned clients regardless of branch structure. Branch filtering does not change what they can access - it applies at management level only.
Staff and client assignments are managed from Settings - Branches. Each has its own tab listing every staff member or client with a branch dropdown.
Staff assigned to a branch appear in that branch's rota and timesheet views when a branch filter is active. Clients assigned to a branch appear in that branch's client list, care plans, medication records, and incident reports.
Any staff member or client can be left unassigned, which means they remain visible org-wide regardless of which branch filter is active. This is useful for floating staff who work across multiple sites.
Note on billing: Billing in Care App is org-wide, not per branch. Billing packages and invoices are scoped to the tenant as a whole. If you need separate billing per site this does not currently apply - but for most care groups running a shared billing function centrally, this is the right model.
Moving a client or staff member from one branch to another is not something branch managers can do unilaterally. Care App uses a formal transfer request process to keep org-wide management in control.
A branch manager submits a transfer request for a client or staff member, with an optional reason. Org-wide management reviews the request and approves or declines it. If approved, the branch assignment updates automatically. If declined, the record stays where it is.
All requests - pending, approved, and declined - are recorded with timestamps and the names of who requested and who reviewed. Branch managers can see their own requests; org-wide management sees all of them.
This matters for regulated care. Moving a client between sites without a documented process is exactly the kind of gap that shows up in CQC inspections. A formal transfer workflow with an audit trail removes that risk.
The Branches page in Settings gives org-wide management a status overview of every branch, not just a list of names. Each branch card is automatically flagged if any of the following conditions are true:
These flags are generated automatically from live data - you do not configure thresholds or set up alerts. A director opening the Branches page can see at a glance which sites need attention before they become inspection findings or safeguarding risks.
Internal audits - the mock CQC inspections you run to test your own compliance - can be tagged to a specific branch or left as org-wide. When tagged to a branch, the audit score feeds into that branch's health card on the dashboard.
For multi-site providers, this means you can track compliance separately per location. If one site's audit score drops, it appears on the dashboard immediately. You do not have to dig through a list of all audits across all sites to find out which one has the problem.
The Reports section uses the same branch selector as the rest of the app. When a branch is selected, all reports - incidents, medication errors, appraisals, revenue, safeguarding records, and training compliance - are filtered to that branch's data. When no branch is selected, reports show org-wide figures.
Data exports include a branch column for clients and staff, so you can filter and sort in your own tools if needed.
If you already run multiple care sites, the immediate benefit is replacing whatever combination of shared inboxes, separate logins, and spreadsheets you currently use to manage them. One platform, real data isolation per branch, and org-wide visibility when you need it.
If you are still running a single site and planning to expand, the branch feature is there when you need it. You can set up your first branch now, assign your existing staff and clients to it, and add new branches as you open them. There is no migration required later - the structure is already in place.
Either way, the CQC compliance angle is significant. Inspectors assess each location separately. Having branch-level audit scores, incident logs, training records, and medication reports that you can pull for a single site - without sifting through data from your other locations - makes the evidence gathering straightforward.
Multi-branch is available on the Professional, Max, and Lifetime plans. It is not available on the Free plan. All paid plans include a one-month free trial, so you can test the branch structure with your real data before committing.
Care App includes full multi-branch support on Professional, Max, and Lifetime plans. One platform for all your sites, with real data isolation per branch and org-wide visibility for directors.
See plans and pricing →