CoolCare is back-office software for care homes: occupancy, finance, rotas and staff. Care App covers the care itself as well - care plans, eMAR and daily notes - alongside the rota, pay preparation and invoicing.
Care App and CoolCare across the features UK care providers ask about most.
| Feature | Care App | CoolCare |
|---|---|---|
| Digital care plans | ✓ Included, with an AI quality check | Through partner systems (e.g. Person Centred Software, Nourish) |
| eMAR (electronic MAR charts) | ✓ Included | ✗ Not listed |
| Daily notes and observations | ✓ Included | ✗ Not listed |
| Risk assessments | ✓ Included | ✗ Not listed |
| Incident reporting | ✓ Included | ✗ Not listed |
| CQC and regulator compliance tools | ✓ Included, with CQC mock inspection and PIR helper | Staff compliance checks (DBS, ID, visas) |
| Staff rota and scheduling | ✓ Included | ✓ Included |
| Timesheets and pay preparation | ✓ Included | ✓ Timesheets; payroll by export to Sage, IRIS and others |
| Invoicing | ✓ Included (not the Mental Health edition) | ✓ Included (resident invoicing and ledgers) |
| Split billing (supported living) | ✓ Supported Living edition, Professional and Max | Local authority and private contracts (care homes) |
| eLearning and training records | ✓ Training records included; course builder on Max | Training records and matrix |
| Recruitment | ✓ Max plan | ✓ Included |
| Family portal | ✓ Included | ✗ Not listed |
| Visit verification (GPS / QR) | ✓ Included | Not applicable; fob or biometric clocking in the home |
| Carer mobile app | ✓ Installable web app, any phone; works offline, carers stay signed in, see their own hours | Browser staff portal for shifts and holidays |
| NHS integrations (e.g. GP Connect) | Not yet | ✗ Not listed |
| Published pricing | ✓ Yes, from £10/user/month | ✗ Not published; demo required |
| Setup fee | ✓ None | Not published |
| Contract | ✓ Monthly, 30 days' notice, no exit fee; free data export any time | Initial term set in each order, then monthly (30 days' notice) |
| Free trial | ✓ 1 month, self-service | Demo only |
The Care App column describes the care setting editions (from £12/user/month); the Starter plan (£10) covers core care records only. See every plan.
From CoolCare's own website and public listings, checked October 2026. "Not listed" means we could not find it on their public pages, not that it does not exist. Features and prices change, so please check with CoolCare directly. Spotted something out of date? Email hello@care-app.uk and we will correct it.
Also comparing: Care App vs Nourish · Care App vs Birdie · Care App vs Log my Care · Care App vs Person Centred Software · Care App vs Access Care Planning · Care App vs CareLineLive · Full comparison table
Related: CoolCare vs Birdie · CoolCare vs Log my Care · CoolCare vs Nourish · Residential care home software · Nursing home software · Best care management software in the UK
Care App publishes every price. Here is how the two compare from what each company makes public.
The differences that matter most when choosing between Care App and CoolCare.
Care plans, eMAR, daily notes and incidents sit in the same system as the rota, timesheets and invoices, so there is no second system to buy, learn and keep in step.
Care App publishes every price: from £12 per user per month for care setting editions, cheaper per user as you grow. CoolCare asks you to arrange a demo for a quote.
Start a free month online and use the full product with your own team. CoolCare offers a demo rather than a self-service trial.
Care App also runs domiciliary, supported living, learning disability and mental health services, with visit verification by GPS and QR for community visits. CoolCare is built for care homes.
Carers record notes, medication and observations on their own phones, offline-friendly and installable from the browser. CoolCare's staff portal covers shifts and holidays rather than care recording.
Care App is monthly from the start, with 1 month's notice after the trial. CoolCare's published terms set an initial term in each order, with fees due for the full term if you leave early.
Different tools suit different services. An honest view of where each one is strongest.
Send us your client and staff lists as a spreadsheet, or even typed into an email, and we will import them for you. You can also use Data Import in the app yourself. With the free month you can run both systems side by side before you switch.
Not on its own. CoolCare describes itself as care home management software covering occupancy, finance, workforce and time and attendance, and lists integrations with care planning systems such as Person Centred Software and Nourish. Care App includes care planning, eMAR and daily notes itself.
CoolCare does not publish its prices; you arrange a demo to get a quote. Its 2023 terms and conditions refer to fees by number of registered beds. Care App starts from £12 per user per month for care setting editions, with every price on the packages page.
They do different jobs. CoolCare handles the back office of a care home, while Log my Care is a care recording system, so some homes use both. Care App covers care recording and the back office in one system. See also Care App vs Log my Care.
Yes. Send us your resident and staff lists as a spreadsheet and we will import them for you, or use Data Import in the app. With the free month you can run both side by side before you switch.
Sources (checked October 2026): coolcare.co.uk · CoolCare integrations · CoolCare workforce management · CoolCare finance · CoolCare terms and conditions (2023). CoolCare is a trademark of its owner; this page is Care App's own comparison and is not endorsed by CoolCare.
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