Enterprise Home Care Software With One Login for Every Branch

Running more than one branch usually means logging in and out all day and stitching the figures together in a spreadsheet on a Monday morning. homecareOS puts every branch you run behind one login, compares them all on the same measures, and drops you into any one of them from the keyboard.

ENTERPRISE AND MULTI-BRANCH

See every branch side by side, then drop into the one that needs you

The group dashboard lines up every branch you can reach on one screen: visits delivered, punctuality, continuity, medication, training, sickness and money. Each branch is marked against the group median, the best in the group stands out in green, and anything that needs a look stands out in red.

Above the table, a short list tells you where to look first: the branch whose continuity has slipped well below the rest, the branch delivering care with no medication recorded, the branch that leads the group on time. One press of Drop in and you are working inside that branch.

WHY IT MATTERS

Branch figures only mean something when every branch is counted the same way

A group director comparing branches from separate reports is usually comparing different sums. One branch counts cancelled visits, another counts next week's bookings, and a small branch with a bad week drags the group average as hard as a large one. homecareOS counts every branch with the same definitions, from the same records, at the same moment.

Weighted, not averaged: two branches of very different size Example. Each square is 30 visits. Branch A has 30 visits, shown as one square, and delivered 18 of them, 60%. Branch B has 3,000 visits, shown as 100 squares, and delivered 2,850 of them, 95%, so it has 100 times the visits. Averaging the two percentages gives 77.5%, which gives 30 visits the same say as 3,000. The homecareOS group figure is weighted: 2,868 of 3,030 visits delivered, 94.7%. Example Each square is 30 visits Delivered Not delivered Branch B has 100 times the visits Branch A 30 visits 60% delivered Branch B 3,000 visits 95% delivered Averaging the two percentages 77.5% Gives 30 visits the same say as 3,000 homecareOS group figure, weighted 94.7% 2,868 of 3,030 visits delivered
Averaging the two branch percentages gives a small branch's 30 visits the same say as a large branch's 3,000. homecareOS adds up every branch's delivered visits and divides by every branch's due visits, so the group figure reflects every visit equally.

Weighted, not averaged

Group percentages are built from every branch's own numbers, so a thirty-visit branch cannot move the group figure as much as a three-thousand-visit one. Averaging branch percentages is one of the easiest ways for a group report to mislead the people reading it.

Only visits that have happened are counted An example day at Branch A drawn as a timeline with a line marking now. Before now, four visits were completed, one was missed and one was cancelled. After now, three visits are booked. The completed and missed visits are counted as due. The cancelled visit and the three booked visits are greyed and not counted. Visits delivered is 4 of 5 due, 80 percent, so the branch is not marked down for visits that have not happened yet. Example day, Branch A Window closed Still to come Now 08:00 12:00 16:00 20:00 Counted as due Not counted 4 completed 1 missed 1 cancelled 3 booked Visits delivered 4 of 5 due, 80%
A visit only counts once its window has closed, so the 5 visits due that day, completed or missed, are the only ones that count. The cancelled visit and the bookings still to come are left out, and this branch delivered 4 of 5, not 4 of 9.

Only what has happened

A visit counts towards delivered once its window has closed. Future bookings never sit in a denominator waiting to make a branch look worse, and cancelled visits are left out altogether.

None recorded is not the same as zero Example. Two benchmark cells for the same measure, doses given. Branch A shows 0.0 percent with an empty bar: 12 doses were recorded and none were given, so the zero is real. Branch B shows the words None recorded yet in muted italic, with no bar at all: nothing has been recorded at this branch, so there is no figure to show. The two are not equal. Example Doses given Branch A 0.0% Branch B None recorded yet Recorded, and it is zero 12 recorded, 0 given Nothing recorded at this branch 0 recorded
Branch A recorded 12 doses and gave none, so it shows a real 0.0% that is worth a look. Branch B has recorded nothing yet, so it says so, instead of showing a zero that could pass for a failure or a perfect score.

None recorded is not zero

A branch that has not recorded something yet says so, rather than showing a zero that reads like a failure or a perfect score. A real zero is still shown as a zero, because that one is worth a look.

CARE QUALITY

Compare care quality across every branch you run

Six measures of the care each branch is actually delivering, each defined the same way everywhere in homecareOS.

How to read the on time column of the group dashboard Example. The on time column of the group dashboard for four branches. Each branch has a figure above a bar, and the bar's length is that figure. A dark tick on every bar marks the group median. Branch A shows 94% in green, labelled best in group. Branch B shows 86% with a grey bar. Branch C shows 71% in red, labelled needs a look, 15 points below the group median. Branch D shows 60% in muted grey with a small few tag, labelled too few to rank because it has under 10 arrivals behind the figure, so it is marked neither best nor needs a look. Example Branch On time Branch A 94% Branch B 86% Branch C 71% Branch D 60% few Best in group highest ranked rate Needs a look 15 points below the group median Too few to rank under 10 arrivals The bar length is the rate Group median tick on every bar
Each bar fills to the branch's rate, and the tick on every bar marks the group median. Green is best in group, and red means needs a look: at least 10 points below the median, with 20 or more arrivals behind the figure. A branch with fewer than 10 arrivals is shown muted with a small "few" tag and is never ranked.

Visits delivered

Completed visits as a share of the visits that were due. Future bookings and cancellations are left out, so a branch is never marked down for visits that have not happened yet.

On time

Arrivals no more than 15 minutes after the planned start, measured on the lead carer's clock-in. Early arrivals count as on time.

Missed visits

Visits nobody clocked in to before the branch's missed-visit threshold. A useful early warning when a branch is short or its carers are not using clock-in.

Continuity of carer

For each person, the share of their visits carried out by the carer they see most, averaged across everyone the branch supports. The same measure as the Care continuity report.

Doses given

Of the regular medication entries recorded, the share marked given or self-administered. Refusals and stock shortages make up the rest.

Open incidents

Incidents still open, whenever they were raised, so nothing slips out of sight because it happened last month.

On time means no more than 15 minutes after the planned start Example. A timeline around a visit planned to start at 09:00. Everything up to 09:15 is shaded green and labelled on time, including arrivals before 09:00. The 15 minutes from 09:00 to 09:15 are marked as the grace window. Everything after 09:15 is shaded red and labelled late. Three example arrivals, each the lead carer's clock-in: 08:55 is on time, 09:10 is on time, and 09:25 is late. Example Arrival, measured on the lead carer's clock-in On time Late 15 min grace Planned 09:00 09:15 09:30 08:55 09:10 09:25
A visit counts as on time when the lead carer clocks in no more than 15 minutes after the planned start, and arriving early counts as on time too. In this example 08:55 and 09:10 are both on time and 09:25 is late.
How continuity of carer is worked out Example. One person has 10 visits. Seven were carried out by Carer 1, the carer they see most, and three by others: two by Carer 2 and one by Carer 3. Continuity for this person is 7 of 10, or 70 percent. The branch figure is the average of that share across everyone the branch supports: in this example Person 1 at 70 percent, Person 2 at 90 percent and Person 3 at 80 percent average to 80 percent for Branch A. Example One person, 10 visits 1 1 1 1 1 1 1 2 2 3 7 by Carer 1 the carer they see most 3 by others Carer 2, Carer 3 Continuity for this person 7 of 10 visits by Carer 1 70% The branch figure averages everyone it supports Person 1 70% Person 2 90% Person 3 80% Branch A 80% (70% + 90% + 80%) ÷ 3 = 80%
Each person's continuity is the share of their visits carried out by the carer they see most, so 7 of 10 visits by Carer 1 gives 70%. The branch figure averages that share across everyone the branch supports, the same measure as the Care continuity report.
How Where to look decides which branch to raise Example dot plot of continuity for five branches over the last 30 days, on a 0 to 100 percent scale. The group median is 78 percent, and a shaded band runs 10 points below it, down to 68 percent. Branch A is 90 percent from 860 visits. Branch B is 78 percent from 920 visits and Branch C is 78 percent from 640 visits, both on the median. None of these three is raised. Branch D is 60 percent from 710 visits, below the band with plenty of visits behind it, so it is flagged Where to look. Branch E is 54 percent but from only 6 visits, so it is shown muted and labelled too few to raise. A branch is raised only when both are true: it is 10 or more points below the median, and there are 20 or more events behind the figure, which for continuity means visits. Continuity by branch Last 30 days Example 10 points Group median 78% Branch A 860 visits 90% Branch B 920 visits 78% Branch C 640 visits 78% Branch D 710 visits Where to look 60% Branch E 6 visits Too few to raise 54% 0% 25% 50% 75% 100% Raised only when both are true 1 10 or more points below the median 2 20 or more events (here, visits) behind it
Where to look only raises a branch that is at least 10 points below the group median and has 20 or more events behind its figure (for continuity, visits). Branch D meets both rules. Branch E sits lower still, but six visits are too few to judge, so it is shown muted and not raised.

The dashboard tells you where to look first

Above the benchmark table, the group dashboard lists the few things worth your attention first. A branch is raised only when its figure is at least 10 points below the group median and there are at least 20 events behind it, so one bad day at a small branch never sends you chasing a false alarm. A branch clearly leading the group on time is called out too, so you can find out what its coordinators do differently.

WORKFORCE AND MONEY

Spot the branch that is short, untrained or waiting to be paid

The workforce and money tabs sit beside care quality, so a dip in punctuality can be read against how many carers are working, how much training has lapsed and what is still owed.

Carers working

Distinct carers who clocked in at least once in the period: the people actually out on visits, not everyone still on the books.

People supported

Active service users at each branch, so every other figure can be read against the size of the branch.

Training in date

Courses in date out of every course assigned to the branch's carers, using the same rule as the training matrix. Courses booked but not yet due are left out.

Bradford 200+

Carers whose Bradford Factor is 200 or more over the last 12 months, where short, repeated sickness spells weigh far more than one long absence.

Invoiced

Invoices issued in the period, by the date they were sent, the same date that reaches Xero or Sage.

Outstanding

The unpaid balance at the end of the period, after part payments and credit notes.

SWITCHING

Switch branch from the keyboard, not a new login

Switching branch with Cmd+B Three steps from left to right. First, press the Cmd and B keys together, or Ctrl+B on Windows. This opens the branch switcher, a short list with Group overview at the top and Branch A to Branch D numbered 1 to 4. Second, press a number: 2 is highlighted beside Branch B. Third, Branch B opens with a You are here marker, and you work there with the role you hold at that branch, in this example Registered manager. An Example tag notes that your role can differ in each branch. Press Pick a number You’re in Cmd + B or Ctrl+B on Windows Group overview 1 Branch A 2 Branch B 3 Branch C 4 Branch D You are here Branch B Your role here Registered manager Example Your role can differ in each branch
Press Cmd+B (Ctrl+B on Windows) on any dashboard screen, then press the number beside a branch to go straight into it, with the role you hold there. Each switch is written to the audit log of both the branch you left and the one you joined.

Cmd+B from anywhere

Press Cmd+B, or Ctrl+B on Windows, on any dashboard screen to open the branch switcher. Press the number beside a branch to drop straight into it. The shortcut steps aside while you are typing, so bold still works in your notes.

Your role travels with you

You can be a registered manager at one branch and read-only at another. Whichever branch you are in, you work with the role you hold there.

Nothing crosses between branches

When you switch, homecareOS clears what it was holding for the old branch and rebuilds every screen for the new one, so one branch's figures never appear under another's name.

Every switch is on the record

Each change of branch is written to the audit log of both the branch you left and the branch you moved into, with who switched and when.

ACCESS AND FOUR NATIONS

Everyone sees exactly the branches they have been given

What one person sees across three branches Example. One person is connected to three branches, and each branch shows its own regulator. Branch A, regulated by CQC: their role there is Owner, which includes finance, so they see care, workforce and money figures. Branch B, regulated by CIW: their role there is HR, with no finance access, so they see care and workforce figures while money is locked. Branch C, regulated by the Care Inspectorate, is drawn faintly with a dashed outline: an invitation has been sent but not accepted, so the branch is not visible until the invitation is accepted. Example One person Branch A CQC Role: Owner, includes finance Care Workforce Money Branch B CIW Role: HR, no finance access Care Workforce Money Branch C Care Inspectorate Invitation sent, not accepted Not visible until accepted
One person can hold a different role at each branch, and each branch keeps its own regulator. Money figures only show where that role includes finance, and a branch they have been invited to stays out of sight until they accept.

Access by accepted invitation

Joining another branch is by invitation, and the person has to accept it before it gives them anything. Until then the branch does not appear in their switcher and cannot be opened.

Money only with finance access

Invoiced and outstanding figures appear only for branches where your role includes finance. Everyone else sees care and workforce figures without the money.

Nothing you could not already open

The group dashboard never shows a branch you could not open yourself. It is a faster way to see what you already have access to, never a way round it.

A group that crosses a border

Each branch keeps its own nation and regulator, chosen when you add it: CQC, CIW, the Care Inspectorate or RQIA. The dashboard shows every branch's regulator beside its figures.

ENTERPRISE

Enterprise home care software for groups with more than one branch

Enterprise home care software is the system a home care group runs every branch on: scheduling, care records, compliance, people and money in one place, with firm control over who can see and change what. Here is what homecareOS gives a group today. If you are weighing it against the long-established enterprise systems, our guide to the UK home care software market sets out what to ask every vendor, us included.

Every branch behind one login

Office staff can hold access to several branches under one login. Whoever creates a branch has access straight away, and staff from another branch join once they accept your invitation. Press Ctrl+B (Cmd+B on a Mac) and the branch's number to switch. In each branch they work with the role they hold there, and its screens show only that branch's records.

Nine office roles

Owner, registered manager, care manager, coordinator, senior carer, finance, HR, office administrator and read only. Each role has its own set of permissions, which decides the sections in that person's menu, and on the team screen managers can only invite someone to, or move them into, a role below their own.

Support access on the record

When the homecareOS support team needs to open your account to help, they have to give a reason before they can, and each support session is recorded.

Row-level security on every application table

Every application table in the homecareOS database has row-level security switched on. Care records, rotas and invoices are filtered to the branch you are signed in to, so staff in one branch cannot open another branch's records. The group dashboard compares branches using totals only.

An audit log of office corrections

When the office corrects clock times, swaps a carer on the Visits screen, deletes a visit created in error, records a medication after the visit, amends a visit task or voids an invoice, the audit log records who did it, their role and when. Owners and registered managers can search and filter it, and export what is on screen as a CSV.

Data held in Ireland

Your care records and uploaded files are stored in Ireland on Amazon Web Services, through our database provider Supabase, and the application's server functions run in Dublin. Data is encrypted in transit and at rest, and the database is backed up every day.

Moving a group across. When you come from another system, our team migrates your records for you. Staff and client lists come across through our import tool, and care plans are loaded from your old system's records. What comes across depends on what that system lets you export and on what homecareOS can take in. Past medication charts, for example, stay in your old system.

Built-in reports. Reports across operations, care quality, people and money, each with a CSV export. Each report covers the branch you are working in, and the group dashboard is where you compare branches side by side.

FAQ

Enterprise and multi-branch home care software, answered

Switching, benchmarks, access, money, data and moving across from another system.

Software that a home care group runs all of its branches on: scheduling, care records, compliance, people and money in one system, with control over who can see and change what. homecareOS gives each branch its own records and regulator, puts the branches you work in behind one login, and compares them on one group dashboard.
Software that lets one home care group run several branches from a single login. In homecareOS each branch keeps its own carers, service users, rota, records and regulator, while the people who run the group can switch between branches with a keyboard shortcut and compare them all on one group dashboard.
Press Cmd+B, or Ctrl+B on Windows, from anywhere in the dashboard to open the branch switcher, then press the number next to a branch to drop straight into it. You can also pick a branch from the switcher at the top of the sidebar, or press Drop in beside any branch on the group dashboard. You work in that branch with the role you hold there.
Care quality: visits delivered, arrivals on time, missed visits, continuity of carer, doses given and open incidents. Workforce: carers working, people supported, training in date and carers with a Bradford Factor of 200 or more. Money: invoiced and outstanding. You can look at the last 7 days, 30 days or a quarter.
Every branch is counted the same way, and group percentages are weighted by each branch's own numbers, so a small branch cannot swing the total. Only visits that were already due count towards visits delivered, so future bookings never drag a figure down. A branch with nothing recorded shows as none recorded yet, which is kept separate from a real zero.
No. Each person sees only the branches they have been given access to, and access to another branch is by invitation that the person has to accept. Their role can be different at each branch, and the group dashboard never shows a branch they could not already open themselves.
Invoiced and outstanding figures only appear for a branch where your role there includes finance access, such as an owner, registered manager, coordinator or finance lead. Everyone else with access to the group dashboard sees the care and workforce figures without the money.
Yes. Each branch has its own nation and regulator, set when you add it: CQC in England, CIW in Wales, the Care Inspectorate in Scotland and RQIA in Northern Ireland. The group dashboard shows every branch's regulator beside its figures, so a group that crosses a border is still compared like for like.
Go to Settings, then Branches, and add a branch with its name, nation and registration details. You get access to the new branch straight away, and the group dashboard appears as soon as you have more than one branch.
Your care records and uploaded files are stored in Ireland on Amazon Web Services, through our database provider Supabase, and the homecareOS application's server functions run in Dublin. Voicemail recordings and text messages are held by our phone provider, Twilio, and email, maps, payments, phone notifications and AI features pass data to their own providers. Some of them process data outside the UK and EU, including in the United States. Our privacy policy names each one.
Not today. People sign in with their own homecareOS login, as there is no single sign-on, and there is no public API or API key that lets other systems read or change your records. The web app, portals, carer app and emails carry homecareOS branding. Once you upload your logo in company settings, it appears on your invoices, on policies you adopt or write in homecareOS, and on the planned versus delivered time report. If any of these is a must for your group, tell us when you get in touch.
Yes. Our team migrates your records for you. Staff and client lists come across through our import tool, and care plans are loaded from your old system's records. What comes across depends on what your current system lets you export and on what homecareOS can take in: past medication charts, for example, stay in your old system.

Bring every branch under one login

Request access for your agency and we will set you up. Add each branch from Settings once you are in, and the group dashboard appears as soon as you have more than one.

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