Communication and Care

If you work in the aged care sector then you’ll know that good communication with your service users and your staff is vital to the quality of the care that you provide.

But good communication can easily descend into a list of manual chores: sending out rotas to staff, checking availability and letting family members know about changes to a service user’s schedule all take considerable time.

CarePlanner hugely simplifies these tasks, automating emailing and text message duties, and allowing staff to communicate via the mobile application.


Distribute rotas in a single click


Send alerts via SMS or in-app messages


Schedule alerts to specific users on a future date


Request availability via SMS - responses appear in dashboard

Care communication for rotas

Sending Out Your Rotas

When you are happy with your weekly or fortnightly rotas you can send them out with a single click: care workers who have opted to receive the rota via SMS will receive it via SMS, and those who have asked for email will have it emailed. If they’d rather drop into the office and pick up a printed version, CarePlanner can print out rotas for just those members of staff.

Care workers who have the mobile app installed will automatically see their new rota as soon as you make it available to them. Rotas are completely configurable. This ensures your communication contains just the information that your care workers need to see.

Checking Availability

We’re sure you’ve had to deal with care worker availability issues before, and we know how frustrating this can make the process of rota planning.

In CarePlanner, clicking on an unassigned appointment brings up the option to send a pre-populated text message to your entire workforce, asking who would be prepared to cover the call.

Any replies to the message will go straight to your central messaging inbox, and pop up on the screen of any administrators logged in to the system.

Care Communication medication and care plans

Changes to Medication or Care Plans

If you need to communicate a change to a service user’s care plan, medication or routine, CarePlanner offers several solutions. You can add a message to the rota (whether emailed, printed, texted or sent via the app) of every worker who visits that service user to let them know about the change.

If you need to communicate the change more urgently, you can add a prominent message to the screen of all users of the mobile. Or, for the most urgent changes, you can simply text all relevant care workers with the news. Whichever method you choose, CarePlanner makes communication easy.

Schedule Alerts

The best communication is timely communication. Sometimes, you’ll know that a member of staff needs to know something about a service user, but not for a few weeks. In this case, you can create a scheduled diary entry that will pop up on the care worker’s rota or mobile app only when it’s needed.

You can even assign these diary entries to a specific member of admin staff, and they will be reminded about each as an upcoming deadline.

Additional Features

Travel Payments

Choose how and when to pay/bill for mileage, at what rate, and based on exact distances and the time travelled.

Time & Attendance

Know for certain that a carer has attended an appointment, and receive a warning if they haven't arrived.

Invoicing and Payroll

One-click professionally branded invoice production and distribution. Customise timesheets for your staff.

Rota Scheduling

Complete your care worker rotas faster than ever before with our intelligent, simple visual rostering system.

Third Party Integrations

Full integration with leading accounting systems. Additional integration with other platforms and API connection possible.

Record Keeping

Keep track of staff training, service user requirements and day-to-day incidents with CarePlanner's thorough record keeping system.

Carer Mobile App

Keep your care staff in the loop with our dedicated mobile app for Android, iPhone and Windows Phone.

Powerful Reporting

Report on any aspect of your business, and easily export data to Sage, Sage Payroll or HRM systems.


Customise colours, permissions, dashboards, alerts – it's easy to make CarePlanner your own.

Easy & Secure Access

Login from anywhere. 256-bit, online banking-grade security; accessible to your staff from anywhere on virtually any device.

e-Medication Management

Set up detailed medication requirements for each service user. Never miss a medication delivery. Audit trail for all deliveries.
Can't find what you're looking for? Get in touch to find out more.

County Care

“The most recent update has really taken it to the next level, and they’re clearly a very forward-thinking company.”

Apollo Franchising

“The customer service has been brilliant. Really, really good. They’re so helpful. “

Proud to Care

“I’ve now got more time to support staff, be face-to-face with clients and their families, and offer a truly personal service.”

Charlesworth Community Care

“We’re safe in the knowledge that the software works and will keep ticking along. I’d have to rate it 9/10.”

SOS Homecare

“We’re now becoming a paperless company because we rarely have to print anything out”

NHS Woodfield 24

“We constantly have new referrals, whilst other patients pass away or need to increase their number of visits at very short notice. Frankly, I don’t know how we’d cope without CarePlanner “

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