Match each caregiver to a family and keep every shift, replacement and pay run on record.
Caregiver agencies hold a pool of carers, a list of families waiting and a rota that changes by the day. The agency product keeps the caregiver file, the family brief, the match, the shift and the weekly timesheet together. Cover for an absent carer comes from the same pool. It needs no evening of calls.
A caregiver agency places people in homes. Some stay a night. Some move in for months, and some visit for two hours a day. Each placement joins a family’s needs to a carer’s skills, language and availability.
Most agencies hold the carer file in one folder, the family brief in another and the rota in a messaging group. A carer who phones in unwell before dawn sends the coordinator back to the beginning, ringing round the whole list.
The intake coordinator takes a call from a daughter whose father has had a fall. She notes the care needed, the hours, the language spoken at home, whether a pet or a smoker is in the house and whether the carer must lift. She searches the carer list for someone free, trained for transfers and willing to travel.
A trial shift follows. The agreement is signed and the start date is set. The shift pattern follows. Live-in placements carry a rest-day rule, a named relief carer for that day, and a handover note that says where the keys and the client’s routine are kept. Hourly visits are logged at the door by a call or a tap on a phone.
Every week the carer sends a timesheet and the family signs it. The accounts clerk bills the family at one rate and pays the carer at another. The gap is the agency’s fee for that placement. Reference checks, first-aid certificates and clearance letters fall due all year, and each carer’s set expires on different dates, so someone must watch every one of them.
What goes wrong for caregiver agencies without a proper system.
What we would build for caregiver agencies.
Named the way your team already talks about the work. We start with whichever part the audit shows is costing you most.
A requirements checklist for caregiver agencies.
What to cover, which reports to ask for and what to put to every vendor, ready to print or save as a PDF.
A product already built for caregiver agencies.
It is adapted to how your business works before it goes live, and anything your trade needs that it lacks is added then.
Caregiver Agency Management Software
Carer pool, credentials, family briefs, matching, live-in rotas, relief cover, signed timesheets, family billing and carer pay for caregiver agencies.
The business modules caregiver agencies use most.
Each one is also available on its own, or inside a system built for you.
The services behind it.
Business Process Automation
Approvals, reminders, follow-ups and reports that run on their own instead of on someone remembering.
Learn moreWhatsApp Business API and Chatbots
WhatsApp Business API work covers number onboarding, template approval, opt-in records and a chatbot with human handover, all set up under the client’s own Meta account. It connects WhatsApp to a CRM, billing or booking system, so every message is sent from an existing record and every reply is written back. It suits businesses that already take orders, payments or bookings in chat.
Learn moreData Migration and Moving Off Spreadsheets
Data migration and spreadsheet replacement covers auditing existing files, cleaning and deduplicating records, loading them into a new system and reconciling the loaded result against known totals. Both systems then run side by side before cutover. Originals stay untouched.
Learn moreTraining and Adoption
Adoption work starts after launch. Each role is trained at its own screen on its own tasks, such as billing returns, goods receipts or closing job cards. Support stands on the floor at go-live. Afterwards the records are reviewed to find which steps staff skip, which fields stay blank and why the stores or field team still reach for a notebook. Share your requirements and we will plan it with you.
Learn moreHow the work runs from Bengaluru for your city.
- 1
The audit, by call
A screen-share and a look at the sheets, accounting reports and WhatsApp groups your team uses. No travel needed.
- 2
A written proposal
Scope, what we build first and the cost, agreed in writing before anything starts.
- 3
Build in short rounds
Working screens shared every few weeks. Your team tests them from your own office.
- 4
Go-live, in person when it helps
For data migration and training we can come to your city. Travel is agreed in advance.
- 5
Support online
Fixes, changes and hosting handled remotely by the same team that built it.
Software we have built and run.
We only name clients whose work is published. These are systems our team designed, built and supports.
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Read the case studyQuestions caregiver agencies ask before they call.
Is this for agencies that place carers, or for ones that employ them?
Both. A placement agency holds the carer as a registered worker and bills the family a fee. An employing agency also runs pay, leave and rest days for carers on its own books. The product follows the model you use, and the split is set up with your accountant.
Can a family see their carer’s details and timesheet?
Yes, in a limited view that the agency controls. The family sees the carer assigned, the shift pattern and the weekly sheet to sign. Credential documents and other families’ details stay with the agency.
Does it check a carer’s background for us?
No. It stores the reference letters, clearance documents and certificates that you collect, with their dates, and warns you before each one lapses. The checks themselves are done by you or by an approved provider under your local rules.
Can we bring our carer list across from spreadsheets?
Yes. Your existing carer spreadsheet is brought in with names, mobile numbers, skills and the expiry dates of each certificate. Your coordinators then review the imported pool before the first live rota is built.
What happens after I share my requirements?
An engineer reads what you send and replies within one business day. We then look at the software, spreadsheets and WhatsApp groups your business runs on today and write down what works, what slows your team down and what is missing. A demo login, a screen-share or a few screenshots are enough. You get a short written summary ordered by priority, with no obligation to hire us afterwards.
How much will the software cost?
We don’t publish a price, because it depends on what the system has to do. That first review settles the scope, and the cost goes into a written proposal before any work starts.
Related industries.
Part of a wider group.
Tell us how your business runs today.
A few lines on your spreadsheets, software and WhatsApp groups is enough. We reply the same working day.
- No obligation
- A reply within one business day
- Your details stay private
Start with your requirements
Seven short steps that tell us what you need. An engineer reads them before getting in touch.
Share your requirements