One system for the carer pool, family briefs, rotas, timesheets and pay.
Run a caregiver agency from one record set. Coordinators hold the carer pool with skills, languages and document dates, and the family brief beside it. A match becomes a trial shift, then a rota line, then a weekly timesheet that the family signs. Billing to families and pay to carers come from those same signed hours.
- Carer skills, rate cards and rest-day rules entered as your agency applies them
- Carer list and document dates migrated from your sheets
- Edits to rate cards and care task lists handled by GullySystem staff when asked
Agencies that place carers with families, on hourly visits or live-in stays, get a system fitted to their own rate cards and rest-day rules. Coordinators match carers to briefs, build rotas and arrange relief. Accounts staff bill families and pay carers from the signed weekly hours.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry
A family or a hospital discharge team calls. A brief is opened and records the person being cared for, the tasks and the hours.
- 2
Matching
The pool is filtered by skills, language, location and availability. Offers go to chosen carers, and their replies are recorded.
- 3
Trial shift
The carer meets the family. Both sides give a verdict, and the agreement is signed with the start date and rate.
- 4
Rota
Day, night or live-in lines are placed. Rest days and relief carers are named before the first shift.
- 5
Shift and timesheet
The carer checks in at the home. The weekly sheet collects hours and notes and goes to the family for a signature.
- 6
Billing and pay
Signed hours become the family’s bill and the carer’s pay line. The margin per placement is stored with both.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Employee Database
Every carer has one file holding skills, languages, rates and availability, so a coordinator can search the pool without asking a colleague.
- Service Reminders
A renewal list is built a month ahead for expiring references and certificates, and the carer is told to send the new paper.
- Contact & Account Management
The family contacts, the client’s routine and the home conditions sit on one account, which every coordinator opens before calling.
- Technician Scheduling
Carers are placed on day, night and live-in lines, and a free-carer list appears beside any shift that has lost its worker.
- Attendance & Time Tracking
Arrival and departure at the home are logged by the carer, then totalled into the week’s sheet that the family signs.
- Invoice Management
Signed hours at the family’s rate, plus placement fees and expenses, become one bill that is followed until paid.
- Payroll Management
Pay lines are built from the same signed hours, with night, weekend and rest-day rates and advances taken off before the run.
- Ticket Management
A family complaint or a fall is opened as a ticket against the carer and placement, and stays open until someone closes it.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the agency owner
Read active placements, uncovered shifts, margin per placement and carers whose documents are close to lapsing.
For coordinators
Search the pool against a brief, send offers, fill gaps in the rota and keep a log of every family call.
For carers
See next shifts and the family’s notes, check in at the door and send the week’s hours for sign-off.
For accounts staff
Match signed sheets to bills and pay lines, record family payments and prepare the carer pay run.
The numbers the owner asks for.
- Placements active by carer and by family
- Uncovered shifts and relief offered
- Carer documents expiring this month
- Signed and unsigned weekly timesheets
- Margin per placement for the month
- Family balances outstanding
- Complaints and incidents by carer
Who this is built for.
- Agencies placing live-in carers with elderly clients
- Agencies sending hourly companions and sitters to homes
- Agencies that arrange night carers after a hospital discharge
- Staffing firms placing carers for disabled adults
- Small agencies still running the pool from spreadsheets
- Agencies that work in several towns from one coordinator desk
When it is not the right choice.
- A one-person introducer with a handful of carers can keep a sheet and a phone.
- An agency that employs nurses and bills for clinical visits one by one should read the In-Home Care Provider Management Software page instead.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- WhatsApp or other messaging
- SMS
- Accounting export
- Card and bank payments
- Mobile check-in
Questions owners ask before a demo.
Is this for a placement agency or an employing agency?
It suits either model. A placement agency bills a fee and holds carers as registered workers, while an employing agency also runs pay, leave and rest days. You choose during set-up.
How does matching work?
A coordinator filters the pool by skills, language, area and free dates against the family brief. The system lists candidates. Who receives the offer is the coordinator’s call.
Can it handle live-in rest days?
Yes. A live-in line carries its rest-day rule and a named relief carer. If the relief carer is unavailable, the gap list shows it before the rest day arrives.
What happens when a carer calls in sick?
The shift is marked uncovered. The system lists carers free at that hour who suit the brief, and the offers go out from the same screen.
Do families get a login?
Only if you want it. A family can see the assigned carer, the shift pattern and the weekly sheet awaiting a signature. Other clients and carer papers stay private.
How are document expiries handled?
Each reference, certificate and identity paper holds a date. A list for the next month is built for the coordinator, and a carer with an expired paper is not offered.
Can the weekly timesheet be signed on a phone?
Yes. The family signs on the carer’s phone, or follows a link sent by message. The signed sheet then drives the bill and the carer’s pay line.
Can we import our existing carer list?
Yes. A spreadsheet of carers, skills and document dates is loaded, and coordinators review each record before any offer goes out.
Who owns the carer and family records?
The agency does. Before work begins, the proposal names the export format for carer and family records and lists which staff may open which files.
What does it cost?
No price is published. Coordinator seats, carer pool size and the complexity of your weekly pay run shape the quote, because each adds set-up and checking work for the build team. A demonstration on a family brief from your own files comes first, and the figure then follows in writing with the working shown so you can check each line.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
Related products.
See Caregiver Agency Management Software with your own data.
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