Platform overview
Person-centred rostering, time & attendance and payroll
Staff Rota
Build staff rotas around the people you support — scheduling, open shifts, leave, location-stamped clock-in, timesheets and payroll-ready exports, all tied to each person's care record. An optional bolt-on.
Build the rota in minutes
A week's rota, drag-and-drop simple
Lay out shifts across the week and move them as plans change — Carerealm re-checks for clashes on every edit, so nobody is double-booked or scheduled over approved leave. Keep it in draft until you're happy, then publish a shift, a whole week, or all future shifts at once. Staff are notified the moment it goes live.
- Drag-and-drop builder
- Create, move and resize shifts with live clash-checking, scoped to each person you support.
- Copy a week, or save a pattern
- Duplicate last week in a click, or save a multi-week pattern as a template and apply it forward — with clash handling you control.
- Templates & one-click publish
- Save a proven week as a reusable template, then publish when ready — staff are notified instantly.
Fill the gaps without the phone-round
Let staff pick up open shifts
Leave a shift unassigned and publish it as an open shift. The first eligible team member to claim it gets it, with a watertight first-come-first-served lock so two people can never take the same shift — and a claim is rejected automatically if it would clash with a shift they already have. No manager round-trip, no scramble to cover.
- Open shifts staff can claim
- Publish a gap and let the team self-serve, with conflict-safe, race-proof claiming.
- One personal rota per carer
- Every staff member sees all their upcoming shifts in one place, across every person they support.
- Shift acknowledgements
- Carers confirm they've seen their shifts, so you know the rota has actually landed.
Leave & availability, handled properly
Time off that adds up correctly
Staff request leave from web or mobile; managers approve or decline with a reply, and the rota reflects it automatically — approved leave hard-blocks anyone being scheduled over it. A UK-care leave taxonomy (including TOIL) is seeded out of the box, and holiday allowances track each person's entitlement, carry-over and remaining balance in hours.
- Self-service leave & approvals
- Colour-coded paid, unpaid and TOIL leave types, approved or declined with a message.
- Holiday allowances in hours
- Annual entitlement, carry-over, taken and remaining — calculated automatically against your leave year.
- Availability patterns
- Staff set when they can and can't work as one-offs or repeating weekly, fortnightly or 4-weekly patterns.
Time & attendance you can trust
Clock in on location, with proof
Staff clock on and off against the actual shift — from the web or the native mobile app, even offline, with punches syncing when the device reconnects. Set a location and radius for each person's home and clock-ins outside the fence are rejected, with the exact distance reported back. Breaks are logged against the live shift, and an idempotency key means a double-tap can never double-count hours.
- Geofenced clock-in
- Location-stamped punches with a per-person radius — off-site clock-ins are blocked, with the distance shown.
- Breaks & lateness
- Breaks tracked against the shift; clock-ins compared to the scheduled start with a configurable grace period.
- Mobile & web clock-in
- Works from the mobile app (even offline) or the browser, with GPS location stamped on each clock-in.
Payroll-ready, every period
From approved time to your payroll, in minutes
Every clock-in/out pairs into a timesheet automatically — scheduled versus actual, ready for one-tap approval (with a quick correction to worked minutes where you need it). Generate a locked payroll run for any period straight from approved timesheets and paid leave, then export to a generic CSV or Sage 50. Overtime and sleep-in pay — a care-sector essential generic tools ignore — are handled by the rules.
- Self-building timesheets
- Approve or correct each timesheet in a tap; paid-break logic is preserved automatically.
- Overtime & sleep-in, by the rules
- A weekly hours threshold splits basic vs overtime per person; flat or hourly sleep-in rates are priced in.
- Lock & export to Sage 50
- Finalise a run to an immutable snapshot, then export to CSV or Sage 50 — Excel-safe for accented names.
Know the cost as you build
Labour cost and budget, live on the page
A real-time cost bar shows hours, labour cost, open-shift hours and budget-cap usage as you build the rota — per person and per day. Set a weekly budget cap against an individual's funded package and see over-budget warnings before you publish. Pay figures stay confidential: managers without pay access see hours only.
- Live labour-cost bar
- Hours and cost update as you schedule, with open-shift hours called out separately.
- Per-person budget caps
- Set a weekly cap against a funded package and get warned before you over-spend it.
The Carerealm difference
Scheduled around the person, not the site
Every other rota tool schedules an abstract shift against a location. Carerealm doesn't — because in Carerealm an area is a supported person. Every shift hangs off that individual's real care record: their eMAR, their About-Me profile, their daily diary and their care team's permissions. So you're never asking "who staffs Site B?" — you're asking "who supports Jane this week, and are we within her funded budget?" Your rota and your care record are the same system.
- A rota per supported person
- Shifts live alongside each person's medications, diary and profile — not in a disconnected scheduling silo.
- Access inherited from the care team
- Who can see and edit a person's rota already matches who's on their care team — no extra setup.
- Skills & eligibility enforcement
- Per-person required skills and certificates are hard-enforced — unqualified or out-of-date carers are blocked when you try to assign the shift.
Keep exploring the platform
See every featureDaily Diary
Continuous person-centred documentation
Document daily observations with templates, lockdown rules, AI assistance, draft auto-save and a full revision history per supported person.
Forms
Bespoke forms for assessments and care plans
Build the forms your service actually uses — assessments, incident reports, care plans — with response tracking, public form links, exports and notifications.
eMAR
Electronic medication, aligned to NICE QS85
Electronic medication administration with witness sign-off, PRN, controlled-drug register, homely remedies, MCA documentation, covert pathways and missed-dose alerts.
Try it on a 14-day free trial
From £4 + VAT per user per month. No card, no sales call, cancel any time.