Rostering built by people who ran care.did the visits.chased the invoices.
One system for the office, the carers and the families. Click around the real product below. No demo needed to see how it works.
Cover mismatches, double bookings, your actions, complaints, documents and today's numbers, the moment you sign in.
Real pages from our demo company. Names are fictional.
What it does while the office works
Hover an hour. Every one of these is something the system does today, not a roadmap.
Arthur Bell's 08:00 call has not started. The office is alerted and it becomes a to-do with an owner.
AlertsMost rostering systems are built by software developers. This one was built by a care provider.
Every rostering system we tried had the same problem: the people who built it had never run a care company. Double-ups were a workaround, cover was a phone call, invoices were a spreadsheet, and when a visit was missed nobody found out until the family rang.
Our founder started a domiciliary care company in 2002 and has run it for 24 years, with hundreds of clients and carers across several regions. This system was designed from inside that office, one problem at a time, and it is the system that company runs on today.
Three apps in one system
Built as one, so it works as one. No re-typing between systems, no separate logins, no bolted-on modules.
The office portal
Rota, clients, carers, care records, alerts, finance, complaints, oversight and reports. Everything the office does, in one place, on any computer.
The carer app
Clock in with GPS or QR, tasks, medication, repositioning, notes and photos, messaging, requests and rewards. Works on the phone they already have.
The family portal
Relatives see the visits, notes and photos you choose to share, with visibility set per client. Fewer calls to the office, more trust.
A rota that understands double-ups, cover, holds and runs
Visits, runs and care-home shifts on one weekly timetable, with the awkward cases handled properly instead of as workarounds.
- Cover decided per visit, not per clientA hold has a start and end time and cancels the right calls; a cover from 2pm spares the morning.
- Care-home shifts with seatsA shift that needs three carers shows each seat, and flags the empty one.
- Change twenty visits at onceSee exactly what will change, confirm once. Every amendment is dated, so the past is never rewritten.
- Gaps and clashes on the dashboardUnallocated visits and double bookings appear the moment they happen, with an auto-fix that suggests who can take them.
Everything a carer needs, in the one app they already open
Clock-in, tasks, medication, notes, messages and requests, on the phone in their pocket.
- Clock in that proves the visitGPS at the door, or a QR code where there is no signal. Late and missed visits alert the office automatically.
- Tasks, medication and repositioningEvery task from the care plan, ticked or given a reason. Medication with a time. Repositioning charted with an optional photo.
- Messaging, requests and handoverMessage the office or a care team, request leave or a swap, and see the handover notes for a shift.
- Push notifications and rewardsA rota change or a message reaches the phone, and reliability earns points the office can recognise.
Know the moment a visit is late. Not when the family rings.
Alerts fire the moment a visit is late, missed, overstayed or repeatedly late, and each one becomes a to-do with an owner.
- Alerts that mean somethingLate, missed, overstayed and repeatedly-late visits, clock-ins without GPS, carers over their hours, each with a tolerance you set.
- Escalation with an ownerAn alert becomes a to-do for a named person and escalates to the on-call phone if nobody picks it up.
- Actual against scheduledPlanned time against clocked time for every visit, carer and region, so short visits are spotted before they become a complaint.
- The visit is the recordClock-in, tasks, medication, notes and photos are stored against the visit itself. Investigations, invoices and family updates read from the same source.
Invoices and pay from what actually happened
Invoices, timesheets and a payroll CSV are built for any period from the roster and the clocked visits. Nothing is typed twice.
- Rates that match realityRegional pay rates, night windows, weekends and bank holidays, double-ups, and hand-picked rates for the exceptions.
- Mileage by roadMiles between visits calculated on real roads, not straight lines, and paid on the timesheet.
- Cancellations and holdsFrustrated cancellations charged under your notice rule; holds cost nothing; a client in hospital is not invoiced.
- Corrections that hold upAn issued invoice is never rewritten. A correction becomes an adjustment on the next document, with the audit trail to match.
The paperwork drafts itself. The evidence collects itself.
Supervisions, spot-checks, appraisals and QAs with due dates. Investigations that gather their own evidence. Assessments drafted by AI from the documents you already hold.
- Risk assessments and care plansDrafted by AI from the referral or the previous provider's file, with CQC tags flowing through and a PDF for the home.
- Complaints and safeguardingAn investigation pulls its own evidence from the visit records, takes the carer's statement remotely, and tracks actions and lessons learned.
- Performance improvement plansTwo to four week plans with weekly reviews, evidence pulled automatically, and the carer's right of reply.
- Training that syncsCertificates from My Care Academy Training land in the carer's record. Due-but-not-completed is counted for you.
Home care and care homes in the same system
Residents live under their home with room, funding and weekly rate. Shifts have seats. Councils get one invoice per home; private residents get their own.
- Residents, not clientsResidents are filed under their home and never mixed into home-care lists or reports.
- Shifts with seatsDay and night shifts with the number of carers each one needs; the roster flags an empty seat.
- Package invoicingOne council invoice per home, private residents on their own, pro-rated for hospital stays and arrivals.
- Same carer appCarers on a home shift see residents, medication and handover in the same app. Nothing new to learn.
Other rostering systems offer a rota. We offer the whole office.
What established rostering systems typically provide, from our own years of running a care company on them, next to what this one does.
| Area | Other rostering systems | My Care Academy Rostering |
|---|---|---|
| Rostering | A rota with runs and recommendations for unassigned calls. | Plus cover per visit, timed holds, care-home shifts with seats, bulk changes with one confirmation and a dated history. |
| Live monitoring | Attendance, lateness and duration reported after the event. | Alerted the moment a visit is late; escalates to on-call and becomes a to-do with an owner. |
| Carer app | Clock in and out, tasks, medication and notes; messages by text or email. | The same, plus in-app messaging, requests, handover, push notifications and rewards. |
| Finance | Invoices and timesheets from confirmed appointments; exceptions by hand. | Plus road mileage, cancellation rules and corrections that never rewrite an issued invoice. |
| Paperwork | Care plans and checklists completed by hand. | Drafted by AI from the documents you already hold; investigations gather their own evidence. |
| Oversight | Dozens of separate reports, each run one at a time. | One fortnightly page for the whole service, every number clickable. |
| Pricing | Per module, per user, plus add-ons and implementation fees. | Everything included. Unlimited carers, office users and family logins. |
See it on your own data
A 45-minute demo on your own numbers, then a 30-day trial with your real clients, carers and rotas imported. Everything included, no modules, no surprises.