A complete feature list — so you know exactly what's included in each plan before you commit.
Everything you need to manage client records, care plans, and compliance in one place.
Store and manage all client information including demographics, emergency contacts, assigned staff, and billing details.
Create structured, personalised care plans with scheduled review dates. Alerts fire when reviews are overdue.
Document and review risk assessments for each client. Overdue reviews are flagged on the management dashboard.
Attach PDF support plans and care documents directly to client profiles. Securely stored and accessible at a glance.
Track personalised goals for each client — set targets, log progress, and mark milestones achieved.
Generate a unique QR code per client location. Staff scan on arrival to log their visit — no manual entry needed.
For shared properties where multiple clients live — create a location, print one QR code, and display it at the property. Staff scan on arrival and departure to log a GPS-verified check-in, without needing to scan every client's individual QR code.
A separate QR code gives emergency services instant access to key medical information for a client — no login required.
Staff log daily notes, observations, and updates against a client. Searchable record of all interactions.
Flag specialist skills required to work with a client. The rota will warn if an assigned staff member lacks those skills.
Store the NHS number for each client on their profile — making it easy to reference when liaising with GPs, pharmacies, or NHS services.
Give service users their own secure login to view their care plan in read-only format. Management grants access from the client profile — the service user receives a welcome email with their credentials. Fully separate from the staff login.
Create and manage rooms within a branch - set each room's type (single, double, en-suite, shared) and status (available, occupied, on hold, maintenance). An occupancy stats bar shows bed capacity at a glance. Assign clients to rooms and track moves. Ideal for residential and supported living properties.
Record a client's care setting type (residential, nursing, domiciliary, supported living, or reablement), admission date, and discharge date with reason. All details are displayed on the client profile for instant reference and included in data exports.
Digital MAR charts and medication error reporting — meeting CQC expectations for safe administration.
Record medication administrations and refusals in real time. Auto-generates a clear audit trail for inspections.
Log as-needed medications with reason, dose given, and outcome — separate from the daily MAR schedule.
Staff can report medication errors, missed doses, or near-misses. Management receive alerts and can track resolution.
Filter and export medication error reports by date range for CQC evidence or internal review.
Schedule staff, track attendance, and stay compliant with working time regulations.
Manage all staff details including roles, contact information, care skills, and employment status.
Visual weekly rota with drag-and-drop scheduling. Assign staff to clients, set recurring shifts, and manage cover easily.
Automatic warning when a shift is assigned to a staff member who doesn't have the skills required by a linked client.
Automatic alerts when a staff member's rota exceeds the 48-hour weekly limit or has less than 11 hours rest between shifts.
Staff set their availability week by week. Managers can see who is available before scheduling shifts.
Staff can request to swap shifts with colleagues. Management approve or decline — all tracked with a clear audit trail.
Management see a real-time panel on the dashboard showing every shift scheduled today — who has clocked in, who has scanned QR, who has done both, who is missing, and upcoming shifts with a countdown. Ad-hoc clock-ins without a rota entry are also flagged.
GPS-stamped clock in and out for every shift. Clocking in or scanning QR automatically marks the rota shift as Present — no manual action needed. Auto clock-out at scheduled end time if staff forget. Managers can edit records.
Track leave requests, approvals, and entitlements. Contracted working days used to calculate holiday accurately.
Staff receive a push notification approximately one hour before their shift starts — even on mobile without the app open.
Post available shifts when cover is needed. Staff bid on open shifts with an optional note — management reviews all bids and accepts the best fit. Replaces ad-hoc cover requests over WhatsApp.
Pin a GPS location to any shift. Staff are warned if they clock in outside the expected radius — catching remote or early clock-ins before they become a billing or compliance issue.
Staff log a daily mood rating and optional note. Management see a wellbeing dashboard with flagged low-mood check-ins highlighted for follow-up — supporting your duty of care to employees.
Flags consecutive rota shifts where the gap between one visit ending and the next beginning is too short to make the journey. Run a check over any date range - impossible journeys shown in red, tight journeys in amber, grouped per staff member. Uses real road-routing where postcodes are available, haversine fallback otherwise.
Domiciliary and community care staff see all their scheduled visits for the day in time order - client name, address, and shift times on one screen. Tap any visit to open Google Maps navigation to the client's address. Consecutive visits with known addresses show a direct "Get directions" link for multi-stop routing.
Keep staff records current and demonstrate compliance at every CQC inspection.
Log DBS certificates for every staff member. Dashboard alerts when DBS records are expired or expiring within 30 days.
Record and monitor right to work checks for all staff. Tracks List A (permanent) and List B (time-limited) documents with expiry alerts at 60 days for documents that require re-checking.
Track sponsored worker visa details including Certificate of Sponsorship reference, visa expiry, and BRP number. Built-in reminder of Home Office 10-working-day reporting obligations.
Record all completed training with provider, date, and expiry. Expiry alerts appear on the dashboard and in daily emails.
Automatic daily email to management listing any DBS or training records that have expired or are expiring within 30 days.
Built-in eLearning modules covering mandatory training topics. Staff complete courses in-app and results are recorded automatically.
Conduct digital appraisals and supervisions. Staff sign off on their own copy. Full history retained per staff member.
Management view of every timesheet with GPS verification status — Verified, Partial, or No GPS. Filter by date and staff, expand rows for exact coordinates and Google Maps links, export to CSV for commissioner reporting.
Generate a one-click evidence pack covering all 5 CQC domains (Safe, Effective, Caring, Responsive, Well-Led) for any date range. Pulls from 12+ collections - incidents, medications, care plans, training, diary notes, audits, and more. Export each domain to CSV.
Select your regulatory framework in settings: CQC (England), Care Inspectorate (Scotland), CIW (Wales), or RQIA (Northern Ireland). All labels, domain names, and compliance dashboards update automatically - so the app reflects the regulator your service is actually registered with.
Every edit to a care plan, incident report, or safeguarding record creates a timestamped version snapshot showing exactly which fields changed, what the values were before, and who made the change. Post-signature edits are clearly distinguished in the audit trail.
Record, track, and communicate — all within the same platform.
Log accidents, incidents, near-misses, and disclosures. Manage investigations, set status, and export for CQC evidence.
Record complaints and compliments received. Track investigation progress and resolution with a full timeline.
Shift handover notes with priority levels (normal, important, urgent). All staff see the latest handover on the dashboard.
Create, assign, and track tasks across your team. Set due dates and priorities — staff see their own task list on the dashboard.
Log the outcome of each care visit — activities completed, concerns raised, and any follow-up required.
Document safeguarding referrals and Mental Capacity Act / Deprivation of Liberty Safeguards records for each client.
Tap Dictate on any diary entry, incident report, safeguarding record, or care plan section — speak your notes and they are transcribed in real time. No typing needed, especially useful during or immediately after a care visit.
One click generates a structured end-of-shift handover note using AI — covering key events, medication, concerns, and next-shift actions. Staff edit and save. No more blank-page handovers at the end of a long shift.
Real-time team-wide messaging visible to all staff in the organisation. Grouped message display, instant delivery — keeping the whole team connected without mixing care communications with personal WhatsApp groups.
Automated daily scan flags clients with patterns suggesting deterioration — such as repeated medication refusals or multiple incidents within 7 days. Management receive an alert to review before the situation escalates.
Understand your revenue, demonstrate compliance, and export data whenever you need it.
Set billing rates per client — hourly, per visit, or per day. Supports self-funded, local authority, and mixed funding.
Connect your business bank account via Open Banking to pull transactions directly into Care App. See your real bank balance alongside your payroll, expenses, and outgoings — no manual imports or CSV uploads required.
Record non-staff business costs — insurance, software subscriptions, equipment, vehicles, and more — by category and date. Summary cards show this month's spend and all-time totals by category. Outgoings feed directly into the Balance tab's Money Out total alongside approved staff expenses.
A real-time financial summary showing Money In (invoices paid, petty cash income) vs Money Out (approved payroll, staff expenses, outgoings). See your net position for any period at a glance, with a running balance chart.
Staff submit expense claims with a description, amount, and category directly from the app. Management reviews and approves or declines each claim. Approved expenses are included in the Balance tab's Money Out total and can be exported to CSV.
See projected revenue per client based on rota shifts and billing rates. Filter by date range and export to CSV.
Filter incidents and medication errors by date range. Export to CSV for CQC evidence packs or management review.
Dedicated report tabs for safeguarding (all records grouped by status — Open, Referred, Under Investigation, Closed) and training compliance (expired, expiring within 30 days, and current across all staff). Both exportable to CSV — ready for CQC inspections or commissioner reporting.
Build ad-hoc reports across clients, diary entries, incidents, medications, and more. Pick a data source, apply filters (date range, status, branch), choose columns, and export to CSV. Management and team leaders only.
Per-client margin analysis — invoice revenue vs actual staff costs, cost per visit, and margin percentage. Branch-level roll-up shows which locations are profitable and which are running thin. Colour-coded margin bands make the worst performers immediately visible. Date range picker and CSV export included.
Connect your own Power BI reports or data warehouse directly to Care App data via a secure API key — timesheets, incidents, rota, and more.
Migrating from another system? Upload any CSV and map columns to Care App fields. Import clients, staff, medications, diary notes, and care plan sections. Compatible with Log My Care exports - care plans and diary entries map directly from their standard CSV format. No manual re-entry needed.
Daily email and dashboard panel showing every care plan and risk assessment review that is overdue or due within 7 days.
A complete payroll engine built into the platform — reads directly from timesheets, handles every UK pay type, and exports to eight payroll packages. No re-keying, no spreadsheets.
Mark any timesheet entry as a Sleep-in (flat rate per shift) or Waking Night (hourly multiplier). The payroll calculator applies the correct rate automatically — no manual adjustment needed.
Shifts worked on a UK bank holiday are identified automatically using the official GOV.UK calendar. Your configured bank holiday rate multiplier is applied without any manual flagging.
For contracted staff who meet the Lower Earnings Limit, SSP is calculated automatically using HMRC rates (2024/25). Three waiting days are applied and SSP appears as a separate line in the payroll run.
Choose whether staff are paid for actual clocked hours (capped at scheduled shift end) or for the full scheduled shift duration. Switch between modes at any time — the payroll run recalculates instantly. The setting is saved per organisation so it is never accidentally reset.
When a staff member needs to stay beyond their scheduled end time, they submit an extension request from the clock widget. Management approves it before the extra time counts toward pay — preventing incremental hour inflation without a paper trail.
Export a ready-to-import payroll CSV for BrightPay, Moneysoft, QuickBooks, Xero Payroll, Sage Business Cloud Payroll, FreeAgent, or IRIS/12Pay — including NI number, tax code, and regular/overtime split per staff member.
Generate a formatted payslip for any staff member in one click — all earnings broken down by type. Print or save as PDF, or send directly to the staff member's email as a PDF attachment. Supports all UK tax codes including Scottish (S prefix, 6-band rates) and Welsh (C prefix).
Store hourly rate, contract type, NI number, tax code, payroll number, and rate multipliers per staff member. Used to calculate gross pay, margin reports, and payroll exports automatically.
Save payroll runs as drafts and submit them for management approval before committing. Approved runs are locked - no further edits. Rejected runs are returned with a reason. A full approval history with timestamps is visible in the Finance tab.
Before saving a draft payroll run, the system automatically checks for: missing finance profiles, auto clock-outs that may affect accuracy, contracted staff with zero hours, and missing NI numbers or tax codes. Errors and warnings are shown in a panel so issues can be resolved before the run is submitted.
For domiciliary and community care, travel time between back-to-back calls counts toward working time under NMW law. Care App calculates each staff member's effective hourly rate per day (visit hours + travel time + any waiting time), flags anyone falling below the NMW threshold, and shows the top-up required. Routing uses OpenRouteService for accurate road travel times between call postcodes. Output feeds into the payroll workflow as a separate NMW travel supplement line before approval.
Submit Full Payment Submissions (FPS) directly to HMRC via the RTI XML gateway - no need to re-enter data in a separate payroll package. Built and in testing. Formal HMRC software registration is in progress.
Run multiple branches from a single account — with branch-scoped views, role-based access, and cross-branch oversight tools.
Create and manage branches from Settings > Branches. Each branch has a type, manager, and address. Branch cards display live at-risk alerts so problems are visible at a glance.
Scoped to a single assigned branch across all pages — rota, timesheets, clients, incidents, and care records. Cannot access payroll, finance, or system settings.
A new role between management and branch manager. Assigned to a named region (group of branches) via Settings > Regions — gives multi-branch visibility scoped only to their region's branches.
Transfer clients or staff between branches with a structured request workflow. Receiving branch manager approves or declines — full audit trail maintained throughout.
Side-by-side table on the CQC Audit page showing every branch's overall score and all 5 domain scores. Trend indicators (±pp) show movement versus the previous audit cycle.
A banner on the Branches page flags branches where: CQC score is below 60%, there are 3 or more open incidents, staffing ratio exceeds 6:1, or mandatory training has expired. Affected branch cards are shown with a red border and shield icon.
Per-branch data issues grouped as Critical (red) and Warning (amber). Configurable scoring weights, a repeat offenders panel, and direct staff notification from any issue row. Persistent issues auto-raise alerts. Inline fix actions let management resolve common issues without leaving the page - create a missing timesheet from the scheduled shift, add a quick diary note, or jump directly to the care plan or training record that needs attention.
Configure which roles receive which notifications via Settings > Notifications (management only). A per-role toggle grid covers 7 notification types across 4 roles — Management, Branch Manager, Team Leader, and Staff.
A unified inbox for all system alerts — missed clock-outs, expired training, open incidents, data quality issues, and more. Alerts move through open → acknowledged → resolved with timestamps and notes. Unresolved alerts escalate automatically every 10 minutes, changing colour from amber to red so nothing stays overlooked.
A sixth tab on the CQC Dashboard that gives a real-time inspection readiness score. A RAG status badge (Red/Amber/Green) reflects your current data quality score, open alerts, and compliance posture. A checklist maps each CQC domain to specific evidence you have on file, so you know exactly what is ready and what needs attention before an inspector arrives.
Six AI-powered tools for operational intelligence - from a daily management briefing to CQC narrative generation and trend-based early warnings. Max plan only.
A structured daily briefing delivered to management at 7am every morning - open alerts, incidents from the last 24 hours, unfilled rota shifts, expiring compliance records, and an AI-written summary with priorities for the day. Delivered as a push notification and stored in-app for 7 days.
Generate a written inspection narrative for any of the 5 compliance domains on demand, using your organisation's configured regulatory body (CQC, CI, CIW, or RQIA). Drawn from live metric data and structured for use in Provider Information Returns (PIRs) or evidence packs. Copy to clipboard in one click.
Per-staff AI analysis drawing from the last 30 days of timesheets, training records, diary entries, supervisions, appraisals, and absences. Data points displayed alongside an AI narrative - useful for appraisal prep and performance conversations.
Week-over-week analysis across all 5 CQC domains, classifying 13 key metrics as Declining, Improving, or Stable. Identifies what is getting worse before it shows up in an inspection - not just what the current numbers are.
AI step-by-step action plans for five scenarios: CQC inspection preparation, staff absence crisis, incident response, compliance review, and new starter onboarding. Inspection prep and compliance review playbooks pull from live data so the steps reflect your actual situation.
Lists every open or acknowledged alert and generates tailored AI remediation steps for each one on demand. Steps are cached after the first generation. Moves from spotting a problem to knowing exactly what to do about it in one screen.
Works on any device, even offline — no app store needed.
Install Care App on any phone, tablet, or desktop straight from the browser — no App Store required, works offline.
Five roles: Management, Regional Manager, Branch Manager, Team Leader, and Staff. Each role sees only what they need, with branch managers and regional managers scoped to their assigned branches.
Connect your own email account so that invoices, payslips, and system emails are sent from your organisation's own address — not a generic no-reply. Set up once in Settings using any SMTP provider (Gmail, Outlook, or your own mail server).
Real-time push notifications for shift reminders, holiday requests, shift swaps, family messages, missed medication doses, staff not clocked in, auto clock-outs, incidents awaiting sign-off, and the daily Manager Copilot briefing. Management can configure exactly which notification types each role receives — turning off alert types that create noise for roles that do not need them. Medication errors, deterioration alerts, and safeguarding notifications are always active regardless of preferences.
Built-in AI assistant that knows your app and your care setting — answers questions, explains features, and helps staff get up to speed fast.
When a diary entry is added for a client, their family portal contacts receive an automatic in-app notification — keeping families informed in real time without any extra steps for care staff.
A "daily story" view on the family portal — visits, diary notes, medication given, and appointments grouped by day in a plain-language format, not a clinical record layout. On the Max plan, staff can generate an AI-written day recap with one click: Claude reads that day's notes and produces a warm, readable summary. Staff review and edit before sending. The sent recap appears in the family portal with a timestamp and the sender's name.
Fully isolated data per organisation. Your data is never visible to another provider — guaranteed by design.
Export any section of your data to CSV — clients, staff, incidents, training records, timesheets, and diary entries — with a date range picker. Or export everything as a single JSON file. Designed for GDPR subject access requests, commissioner reporting, and business continuity backups. Management only.
A live dashboard showing your platform status at a glance: Firestore connectivity, Cloud Functions, offline mode availability, and scheduled job status. Displays open, critical, and escalated alert counts alongside data summaries for staff, clients, and incidents. Useful before CQC visits and during any incident response. Management only.
Management can hide any sidebar section that is not relevant to their service type - open shifts, invoicing, reablement tracking, and more. Hidden features remain fully functional and their data is preserved; only the sidebar link is removed. Prevents confusion for staff who would never use certain areas. Toggle features back on at any time from Settings.
Try every feature on your chosen plan for 1 month — card required to reserve your plan, but no charge until month 2. Cancel anytime during the trial and you won't be charged. 1 month's notice required once paying.