Modern workforce management for UK home care agencies.
KareShift helps registered managers run domiciliary care services — rota building, GPS clock-in, CQC compliance, carer records, and NLW tracking in one affordable platform. No per-carer fees. No lock-in contract.
No credit card required · Cancel anytime (takes effect at period end) · No lock-in contract
Sound familiar?
If you're running a UK home care agency, you're dealing with these every week.
Rotas in spreadsheets
Building the weekly rota in Excel — matching carers to service users across postcodes, checking availability by text message, fixing clashes by hand.
CQC inspection anxiety
DBS checks expiring unnoticed. Training records scattered across filing cabinets. When the inspector arrives, you're scrambling to produce evidence.
Paper timesheets
Carers text their hours at end of week. You re-enter them into payroll. Disputed call times with service users and no objective record to resolve them.
Per-carer pricing that punishes growth
Every new carer adds to your software bill. Casual bank staff who work occasionally still cost you per-user. Your software costs grow faster than revenue.
No visibility on call delivery
You don't know if carers arrived on time until the service user calls to complain — days after the visit. No real-time attendance record.
Disconnected systems
Rota in one app. Timesheets in another. Compliance in a spreadsheet. DBS checks in a filing cabinet. Nothing talks to anything and data is entered multiple times.
Everything you need to run your home care agency
From rota to compliance and payroll export — one platform, no spreadsheets.
Smart Rota Management
Drag-and-drop shift scheduling with availability checks, conflict detection, and UK shift presets (Early, Late, Night, Waking Night). Build a full week's rota in minutes.
GPS Clock-In/Out
Carers clock in from their phone at the service user's address. GPS timestamp proves they were there. Automatic timesheet generation — no re-keying into payroll.
CQC Compliance Tracking
Track evidence against all five KLOE categories. DBS check expiry alerts, Care Certificate progress, mandatory training status. Always audit-ready between inspections.
Carer Compliance
DBS check tracking with renewal alerts, Right to Work verification, Care Certificate completion, mandatory training expiry. Block non-compliant rostering automatically.
Service User Records
Digital care records for every service user. Funding type (Local Authority, NHS CHC, Self-funded, Split-funded), care plans, risk assessments, and progress notes.
Progress Notes & Incidents
Carers log care notes and incidents from their phone after each call. Managers review in one click. Full audit trail for CQC evidence and safeguarding investigations.
National Living Wage Tracking
Pay band management aligned to UK care sector rates. Track effective hourly rates against NLW floor. Sleep-in allowance tracking. Holiday pay calculation support.
Travel & Mileage
Carers log travel between service users. Mileage logging at a configurable rate (45p per mile by default). Export for reimbursement — essential evidence for domiciliary care calls.
In-App Messaging
Message carers directly, broadcast to teams, share attachments. Push notifications keep everyone in the loop. Replace WhatsApp groups with something built to support your GDPR obligations.
Custom Forms
Build custom checklists, assessments, and incident forms. Attach to shifts. Carers complete on mobile. PDF export for CQC evidence portfolios and care records.
eMAR — Medication Management
Full electronic medication administration records. Orders, rounds, PRN, controlled drugs, MAR chart, allergy alerts, error reporting. CQC-ready audit trail.
Xero Payroll Integration
Direct timesheet sync to Xero (Scale and Aged Care plans). Employee auto-mapping, earnings rate configuration, batch processing. No manual re-entry of carer hours.
Shift Offers
Broadcast open shifts to available carers. They accept or decline from their phone. Fill vacancies in minutes — no phone-tree or text message chains.
Geofence Verification
Verify carers are at the right address when they clock in. Alerts on violations. Objective attendance evidence for commissioners and quality monitoring visits.
Recurring Shifts
Set up a regular call once, repeat weekly, fortnightly, or monthly. Continuity of carer — same carer to the same service user where possible.
Smart Carer Suggestions
When creating a shift, KareShift ranks available carers by relationship history, compliance status, and availability — so you always assign the best match.
Carer Availability
Carers set and update their own availability from their phone. Coordinators see real-time availability when building the rota — no back-and-forth texts.
Service User Coverage
See which hours are covered for each service user at a glance — and spot gaps before they become missed calls. Never leave someone without their scheduled care.
Travel Time Visuals
See estimated drive time between consecutive visits right on the roster. Green, amber, red indicators flag whether carers have enough gap between calls — avoid rushed visits and lateness.
Visit Confirmation
Every timesheet carries GPS and clock-in evidence, with anomaly flags for geofence violations, time variance, and late submissions — verify calls happened before you invoice.
Cancellation Policy
Automate late-cancellation and no-show charges. Set the late window, fee percentages, and who they apply to — charges flow straight to invoices.
Leave Management
Carers request annual leave, managers approve. Automatically reflected in the rota — no manual gap-filling or double-handling of holiday requests.
Carer Self-Onboarding
Invite a carer — they complete their own profile, upload DBS and Right to Work documents, and set their availability. No admin data entry needed.
Analytics Dashboard
Shift fill rates, carer utilisation, compliance health, call cancellation rates — at a glance. Know how your agency is performing week to week.
Shift Notifications & Reminders
Carers notified by email when shifts are assigned, changed, or cancelled. Automatic reminders 2 hours before each call reduce missed visits.
Export Everything
Payroll-ready CSV, styled Excel, and branded PDF exports. One click to get timesheet data into your payroll system.
Bulk Data Import
Import carers, service users, and records from CSV or Excel. KareShift validates every record — you review and approve before saving.
Voice Dictation
Carers speak their care notes after a call — no typing on a phone. Tap the mic, talk naturally, notes are saved. Works on Chrome and Edge.
NFC/QR Tag Check-in
Place a QR code or NFC tag at the service user's home. Carers scan to clock in — proof of presence without GPS uncertainty. Reliable visit verification for domiciliary care.
Multi-Role Support
Registered managers who also do care shifts can switch roles instantly. One account, two views — no separate login needed.
See it in action
Real product screenshots — not mockups. This is what your team will use every day.
Owner Dashboard
Calls today, compliance alerts, carer stats, outstanding actions — everything at a glance.
Service Users
All your service users — funding type, care plan status, upcoming calls, linked carers.
Rota & Scheduling
Weekly rota with colour-coded service users, conflict detection, and drag-and-drop assignment.
CQC KLOE Evidence
Evidence organised by Key Line of Enquiry. Track gaps before the inspector arrives.
Analytics
Shift fill rate, carer utilisation, call completion, compliance health — weekly trends.
Travel & Mileage
Mileage logging at a configurable rate (45p per mile by default). One-click export for reimbursement.
Carer Route View
See a carer's daily schedule as a route between service users, with estimated travel times.
Carers
Your full team — compliance status, availability, hours this week. Card or table view.
Funding Budgets
Track NHS CHC, Local Authority, and self-funded budgets in real time. Alerts before overspend.
Rostered vs Billed
Spot revenue leakage at a glance — rostered hours versus hours actually billed, per service user, with the shortfall highlighted.
Xero Connection
Connect your Xero organisation once; KareShift keeps it linked.
Xero Pay-Item Mapping
Map KareShift pay categories to your Xero earnings rates so timesheets sync correctly.
Invoices
Draft, sent, paid and voided invoices in one list, with PDF, receipt and credit note actions.
Training Modules
Mandatory and optional training, overall compliance and who is due.
Shift Swap Requests
Pending swap requests with approve and reject.
Incident Detail
An incident with its status, details and the update trail of who did what.
Worker Payroll Details
Payroll details and allowance settings for a worker.
AI Progress Summary — Result
A written summary with highlights and areas to monitor. Staff review it before relying on it.
Set Up Two-Factor Authentication
Scan a code with an authenticator app, then enter the six-digit code to switch it on.
Up and running in minutes, not weeks
Sign up in 2 minutes
Create your account. No credit card, no sales call, no lock-in.
Add carers & service users
Import your team or add them manually. Set up service user profiles and care plans.
Build your rota & track time
Build the rota, assign calls, and let carers clock in from their phone with GPS verification.
Export for payroll
One-click export of approved timesheets to your payroll system. Holiday pay calculated automatically.
How KareShift compares for home care
Purpose-built for UK domiciliary care vs generic or per-carer tools.
| Feature | KareShift | Per-carer tools | Spreadsheets |
|---|---|---|---|
| Pricing model | Per-tier from £69/mo + VAT | £10–£15 per carer/month (illustrative) | Free (but costly in time) |
| Cost for 20 carers | £149/month + VAT | £200–£300/month (illustrative) | £0 + hours of admin |
| CQC compliance tools | ✓ KLOE evidence tracking | Basic document storage | ✗ |
| GPS clock-in/out | ✓ + geofencing | ✓ Some tools | ✗ |
| Travel & mileage | ✓ Mileage logging at a configurable rate (45p per mile by default) | ~ Some tools | ✗ Manual |
| NLW compliance tracking | ✓ Built in | ~ Limited | ✗ |
| Custom forms | ✓ Growth, Scale and Aged Care plans (conditional logic) | ~ Premium only | ✗ |
| In-app messaging | ✓ Every plan (push notifications) | ~ Some tiers | ✗ |
| Free trial | 90 days (no credit card) | 7–14 days | N/A |
| Data location | AWS Sydney, Australia | Varies | Your computer |
Illustrative assumption of £10–£15 per carer per month, within the £7–£22 range Skedulr publishes (skedulr.com, Aug 2026); not a quote from any vendor. Contact providers for current rates. ✗ indicates not present in publicly accessible documentation at time of verification.
Purpose-built pricing for care providers
One price for your whole team within your tier. No setup fees, no exit fees. All prices exclude VAT.
Starter
£662/year + VAT — save 20%
Small agencies & sole traders
- Up to 5 carers
- Unlimited service users
- Rota & timesheets
- GPS clock-in/out
- Carer compliance tracking
- Funding & budget tracking
- Progress notes & incidents
- Leave management
- Analytics dashboard
- Service user coverage view
- Email support
Growth
£1,430/year + VAT — save 20%
Growing agencies scaling their team
- Up to 20 carers
- Unlimited service users
- Everything in Starter, plus:
- Custom forms
- Invoicing
- Shift swap & replacement
- Penalty-rate overrides and holiday exclusions
Scale
£3,350/year + VAT — save 20%
Established agencies with large teams
- 50 carers included (+£7/carer + VAT after)
- Unlimited service users
- Everything in Growth, plus:
- Payroll export (CSV, Excel, PDF)
- Full audit trail (7-year retention)
- One-click data export
Pricing built around your operation, not your headcount
Compared with per-carer tools at an illustrative £10–£15/carer/month, within the £7–£22 range Skedulr publishes (skedulr.com, Aug 2026); not a quote from any vendor, so contact providers for current rates. All prices exclude VAT (20%). VAT added at checkout.
Built for home care agencies like yours
Agencies tired of spreadsheets
Managing the rota in Excel, timesheets by text message, and compliance in a filing cabinet. KareShift replaces the scattered systems with one platform.
Growing agencies adding to their team
From 5 carers to 50+. KareShift grows with you — no per-carer fee penalties, no migration, no enterprise contracts.
Managers focused on CQC compliance
DBS checks, training records, KLOE evidence — tracked automatically with expiry alerts and inspection-ready evidence portfolios.
Frequently asked questions
No. KareShift is month-to-month. You can cancel anytime with no penalties or exit fees. Cancellation takes effect at the end of your current billing period.
No. Each plan includes a set number of carers (5, 20, or 50). Within that limit, no per-carer fees. On Scale, additional carers beyond 50 cost £7/carer/month + VAT.
The 90-day trial covers up to 5 carers, with no credit card required. It includes everything except Xero Payroll sync and payroll export, which need a paid Scale plan. At the end of your trial, choose the plan that fits. If you don't subscribe, your account enters read-only mode.
Yes. KareShift tracks pay bands and effective hourly rates against the National Living Wage floor. Travel time between calls can be tracked and included in pay calculations. Holiday pay is calculated based on actual hours worked over the reference period.
Carers open the KareShift app on their phone and tap Clock In at the start of a call. The app records the GPS coordinates and timestamp. On clock-out, the same. This creates an objective attendance record — timestamped, location-verified — that feeds directly into the timesheet.
All care data (service user records, shifts, timesheets, notes) is encrypted at rest and in transit. Data is held in AWS Sydney, Australia, with appropriate safeguards; KareShift is built to support your UK GDPR obligations. Transactional services (email delivery, payments) may use overseas infrastructure — see our Privacy Policy.
Yes. KareShift has a dedicated residential care module with ADL charting, care plans, clinical observations, and CQC compliance. See KareShift for Residential Care →
Ready to simplify your home care agency?
Replace spreadsheets and paper timesheets with one platform. Start your free 90-day trial today.
Start Free Trial — No Credit CardQuestions? Email hello@kareshift.com
UK Home Care Guides & Resources
CQC Compliance Checklist for Domiciliary Care
All five KLOEs, evidence requirements, and staying inspection-ready between visits.
DBS Check Tracking for Care Workers
Enhanced vs Basic, renewal timelines, the Update Service, and compliance automation.
National Living Wage 2026 for Care Providers
Current rates, margin impact, pay band structures, sleep-in shifts, and holiday pay.