Everything You Need to Run Your Care Company

Smart Scheduling

Visual weekly calendar with one-touch recurring runs, an Intelligent Suggest Carer button that finds the best available carer in one click, real-time conflict detection, preferred carer matching, and a draft/publish workflow so carers only see confirmed schedules.

• ✓Visual weekly calendar — colour-coded by status (draft, published, confirmed, cancelled)
• ✓Intelligent Suggest Carer — one click finds the best available carer by time, preference, and area
• ✓One-touch recurring runs — create a full week of visits with one action
• ✓Real-time conflict detection — instant alerts for double-bookings, leave, and availability gaps
• ✓Preferred carer matching — flags when a non-preferred carer is assigned
• ✓Draft & publish workflow — carers only see confirmed schedules in their app
• ✓Irish and UK bank holidays hardcoded for premium rate flagging
• ✓Bulk publish entire weeks with one click

Carer Management

Full carer profiles with employment details, three-tier pay scale configuration (bank holiday, Sunday, weekday pools), availability settings, leave management, document storage for DBS and training certificates, and compliance status tracking.

• ✓Full carer profiles — personal details, employment type, and three-tier pay configuration
• ✓Date-based pay scale history — old and new rates calculated correctly across rate changes
• ✓Availability settings by day and time with leave management
• ✓Pinned notes for critical information visible to all coordinators
• ✓Document storage for DBS, Garda vetting, training certificates, and right-to-work
• ✓Compliance status tracking — green/amber/red at a glance
• ✓Actions required tracker per carer
• ✓Status management (active, inactive, suspended)

Client Profiles

Comprehensive client records with care plans, emergency contacts, preferred carers, risk assessments, and full visit history. Care tasks linked directly to scheduled visits so carers see exactly what to do on their mobile app.

• ✓Detailed client records with care needs, preferences, and contact information
• ✓Preferred carer tagging — continuity of care made automatic
• ✓Emergency contacts and next-of-kin with one-click access
• ✓Care tasks linked to visits — carers see exactly what to do on their phone
• ✓Pinned notes for critical client information
• ✓Full schedule history and visit notes per client
• ✓Status tracking (active, on-hold, discharged) with actions required
• ✓Document storage for care plans and risk assessments

Payroll Engine

GPS-validated clock-in/out feeds automated timesheets. One-click payroll calculates with date-based pay scale history, bank holiday rates, Sunday rates, overtime thresholds, and GPS travel reimbursement. PDF payslips with Expected Pay Day sent directly to carers' phones.

• ✓GPS-validated timesheets — clock-in/out data feeds payroll automatically
• ✓Three-tier pay scale matching — bank holiday, Sunday, and weekday pools
• ✓Date-based pay scale history — rate changes calculated correctly across periods
• ✓PDF payslips with Expected Pay Day sent to carers' mobile app
• ✓Save & Load payroll state — multiple admins can collaborate without overwriting
• ✓5 invoice types: HSED, Activity Report, Consolidated, Monthly Summary, Private
• ✓Bulk invoice generation — all clients in one click, ZIP download
• ✓Overtime thresholds, mileage, and GPS travel reimbursement

Compliance Dashboard

Real-time compliance dashboard: green/amber/red status for every carer. Automatic expiry alerts for DBS, Garda vetting, training certificates, and insurance. HIQA and CQC inspection-ready audit trails for every document and action.

• ✓Real-time compliance dashboard — green/amber/red status for every carer
• ✓Automatic expiry alerts before DBS, training, or insurance lapses
• ✓Document upload and secure storage against each carer profile
• ✓HIQA inspection readiness — all required documentation in one place
• ✓CQC alignment — records mapped to all five key lines of enquiry
• ✓Full audit trail — every action timestamped and attributed to a user
• ✓GDPR-compliant data handling
• ✓Safeguarding concern flagging and documentation

Messaging & Communications

Keep your whole team aligned without relying on WhatsApp groups or personal emails. CareVaultc's internal communications tools keep every conversation in one auditable place.

• ✓Internal messaging between office staff
• ✓Announcements to carers and teams
• ✓Shift request and approval workflow
• ✓Notification system for schedule changes
• ✓Message history and read receipts
• ✓Platform update notices

Reports & Analytics

Make better decisions with data. CareVaultc's reporting suite gives managers a real-time view of their agency's performance — from unassigned visits to carer utilisation.

• ✓Dashboard with live agency stats
• ✓Unassigned visits report
• ✓Task completion rates
• ✓Office alerts and action items
• ✓Carer utilisation overview
• ✓Client visit frequency reports
• ✓Custom date range filtering
• ✓Export to CSV and PDF

AI Writing Assistant

Draft care notes, incident reports, handover notes, and compliance documents in seconds. CareVaultc's AI understands care terminology and produces professional, regulation-ready content that your team can review and approve.

• ✓Draft care notes in seconds
• ✓Incident report generation
• ✓Handover note templates
• ✓Compliance document drafting
• ✓Risk assessment support
• ✓Professional tone correction
• ✓Multi-language support
• ✓Context-aware suggestions

Support Tickets

When something needs attention, CareVaultc's support ticket system ensures nothing falls through the cracks — whether it's a carer query, a client complaint, or a system issue.

• ✓Raise and track internal support requests
• ✓Priority levels and status tracking
• ✓Assign tickets to office staff
• ✓Resolution notes and history
• ✓CareVaultc platform support integration