Where automation can help your care agency
Home care offices lose hours every week to recruitment paperwork, chasing references, compliance checks and answering the same enquiries. We set those tasks up to run seamlessly in the background, built around the way your agency already works, and you only pay once it delivers the result we agreed.
The carer completes one online application, giving your office everything it needs in one place, from right to work to driving licence.
Where we can save you time
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Care enquiries from families
Every enquiry from a family, social worker or hospital discharge team gets answered, sorted and sent to the right person immediately, even outside office hours.
Faster responses, more new care packages
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Updates for clients and families
Visit confirmations, rota changes and check-ins go out to clients and families on time, every time, without anyone in the office having to remember them.
Consistent communication with less manual chasing
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Carer recruitment and onboarding
Applications, references, DBS checks and candidate messages are handled in the background, so good carers are not lost to another agency while they wait for a reply.
Less admin and a better applicant experience
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Training and compliance reminders
Expiring DBS checks, training renewals, spot checks and supervisions are tracked automatically, with reminders sent before anything lapses.
Always ready for your next CQC inspection
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Reporting and invoicing
Visit hours, local authority invoices and the reports you put together by hand each week arrive already prepared, accurate and on time.
Reports ready with fewer manual errors
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Data entry between systems
Client, carer and visit details entered in one place are copied into your rota, payroll and other tools automatically, so nothing has to be typed twice.
Fewer errors and no double entry
Our approach
We start by looking at how your office works today and where the time is going. Then we agree the result you want and what it is worth to your agency, and build the system to deliver it
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Find where time is being lost
Chasing references, answering the same enquiries and copying details between your rota, payroll and spreadsheets all quietly cost your agency time and money. We measure exactly how much, so we can agree a clear baseline to measure the results against
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Agree what it is worth
Using that baseline, we agree the result we are aiming for and what it is worth to your agency. That sets a fixed fee upfront, so price and result are clear before we start. You only pay once the system is live and delivering
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Map and build around your tools
We look closely at how your office team and carers do the work today. Then we build the automation around the tools you already use, so nobody has to learn a new way of working. We keep you involved throughout, so it fits your agency exactly as it should
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Test, launch and look after it
Before anything goes live, we test it against the real situations your office deals with, including the unusual ones. Once it is running, we keep it up to date. Where there are ongoing costs like AI usage, we agree them with you upfront
Key information
- Value based pricingA fixed fee based on the value we deliver, not the hours it takes us. See more.
- 2–4 weeks to go liveFrom approved proposal to a working system on most projects
- Secure and compliantUK GDPR and NHS Data Security and Protection Toolkit compliant, ICO registered and Cyber Essentials certified. Business insurance with Hiscox.
Frequently asked automation questions
More answers are available on our FAQs page
Do we need any technical knowledge?
No. We handle everything, from planning and building your automation to looking after it once it is live. We explain it all in plain English, so you always know what it does and why
How will automation affect our team?
Our aim is to help your agency run more efficiently, not to reduce your workforce. Automation takes repetitive office tasks off your team’s hands, giving your coordinators and managers more time for clients, carers and quality of care
What if it gets something wrong?
Before building anything, we work with you to agree how each process should operate, including which decisions can be automated and which must stay with your registered manager or office team. We build these safeguards into the system, then thoroughly test it against both real situations and edge cases before it goes live
Will it work with the tools we already use?
In most cases, yes. We build around the tools you already have, including your rostering and care planning systems, email and spreadsheets. If something new is needed, we explain why and agree it with you before we start
Who owns the automation?
Your automation is provided as a fully managed service, with us taking care of the hosting, platforms and technical setup so you do not need to manage separate accounts or subscriptions. We retain ownership of the automation and provide your agency with a licence to use it, while your data, and your clients’ and carers’ data, remains entirely yours
What happens after launch?
Some automations require a monthly retainer to cover ongoing monitoring, maintenance, fixes and updates as your tools and processes change. Simpler automations may not require ongoing support. We will tell you upfront which applies to yours
What if something breaks?
We fix it. If something goes wrong, contact us and we will treat it as a priority. Having built the automation, we understand how it works and can identify and resolve issues quickly. Where ongoing support is included, we also proactively monitor your automation to identify potential problems before they affect your agency
How do we know what to automate first?
You do not need to have it figured out. On a free call, we talk through where your office’s time goes and help you spot the tasks worth automating first. For most care agencies, carer recruitment is the biggest win
What is taking up your office’s time?
Book a free 30 minute, no obligation call to talk us through the task, and we will show you what automating it could save.
Book a call