Inspection‑ready,
every day of the year.
CarerHR runs hiring, documents, compliance and leave for UK domiciliary care agencies — so your evidence is built as you work, not rebuilt the week before.
- Nothing charged for 30 days
- Cancel online any time
- Unlimited employees
- From £399/month
A card is needed to start the trial. Screens show sample data for a demo agency.
The actual problem
Nothing is broken.
That’s what makes it dangerous.
Most agencies aren’t failing at compliance. They’re holding it together with a tracker spreadsheet, a shared drive, a calendar reminder and one person who knows where everything is. It works — right up until the week it doesn’t.
None of that is a competence problem. It’s a system problem — and it’s the one thing an inspector will find faster than you can.
A DBS expired three weeks ago and nobody noticed.
References are chased by whoever remembers to chase them.
Right-to-work evidence lives in an email thread, a drive folder, and someone's head.
The week before an inspection disappears into rebuilding records you already had.
How it works
From application to inspection, in one place.
Step 1: Hire
Candidates apply on your own careers site. References are requested and chased for you, and you move each candidate through the stages.
Welcome to Willow & Hart Care, Grace
Step 2: Onboard
Each new starter gets their own portal, where they upload their documents and complete the checks you set, without a form in the post.
Emailed 30, 14 and 7 days before expiry
Step 3: Stay inspection-ready
Expiry dates are watched from day one. What has expired, what is due and what is missing comes first, so nothing lapses unnoticed.
One system
Every part of it, in one place.
Not five tools that nearly talk to each other. One record per person, and every module writing to it.
Document tracker
Every certificate, every expiry, watched and chased automatically.
Recruitment
Applications and references, moving themselves.
Compliance
Supervisions, spot checks, appraisals and medication competency on schedule; incidents and statements with a real audit trail.
Leave
Entitlement calculated, approvals in one queue.
E-sign
Contracts, signed and stored against the record.
Security, underneath all of it
EU data centre · Encrypted at rest & in transit · Full audit log · DPA on request
Every plan includes recruitment, the document tracker and the staff portal. Leave and e-sign start on Growth; the CQC Compliance Manager is on Scale. Compare plans
Stop chasing the hire.
A branded careers site takes the application, the candidate completes their own onboarding, and references send and chase themselves. You step in to decide, not to administrate.
How recruitment worksNever be surprised by an expiry again.
DBS, training, contracts, right to work — every date is tracked, every renewal is chased before it lapses, and the ones that need you are the only ones you see.
How the document tracker worksAnswer the inspector in seconds.
Versioned, append-only statements and a complete audit trail, assembled as your team works. When the record is asked for, it already exists.
How the Compliance Manager worksDuty of candour, step by step
Every step is dated and owned, and an overdue one is flagged on your dashboard before it becomes the finding.
CQC notifications, not forgotten
An incident that should be reported stays flagged until someone reports it.
Written where it happened
A carer can start a statement on a phone with no signal. It saves, and sends when they are back online.
Screens show sample data for a demo agency.
Not ready to try it yet?
Answer eight yes-or-no questions and see where your records would struggle in an inspection. About a minute, no sign-up.
For your whole team
Every carer gets a portal of their own.
On their phone they see what needs doing, book leave, complete their statements and sign what you send. You stop chasing; they stop guessing.
Swipe to see all three screens. Screens show sample data for a demo agency.
Before and after
The same week, twice.
A DBS is 30 days from expiry
Today: Nobody knows, unless someone opens the right spreadsheet tab.
It's flagged, the renewal is chased, and you see it on the dashboard.
A new carer accepts an offer
Today: Forms emailed back and forth; references chased by hand for a fortnight.
They complete onboarding themselves; references send and chase automatically.
CQC asks for one employee's full record
Today: Three systems, two folders, and an evening you weren't planning to work.
One record, current, with the audit trail already attached.
Someone asks how compliant you are right now
Today: An honest answer takes a day to produce.
It's a number on a screen.
Who this is for
Built for one kind of business.
The care is almost never the problem. What catches good agencies out is the administration underneath: a renewal nobody saw, a reference that was never logged. CarerHR was built inside UK domiciliary care for exactly that, not as generic HR software with a care template bolted on.
Facing your first inspection
You know the standards. You don't know whether your evidence would survive contact with an inspector.
Every employee record builds itself as you go, so inspection week is a login, not a rebuild.
Hiring faster than you can process
Good candidates go cold while references sit unchased and forms sit unreturned.
A branded careers site, applications that move themselves forward, and references that chase without you.
Running more than one branch
Each location keeps its own spreadsheet, and no two of them agree.
One record for the whole organisation, with a live compliance position across it.
Trust
You’re handing us the most sensitive records you hold.
So here is exactly how they’re kept — in plain terms, with nothing overstated.
EU data centre, UK GDPR
Your data is stored in our EU region (Frankfurt) and processed under UK GDPR. A data processing agreement is available on request.
Encrypted at rest and in transit
Every record and uploaded document is encrypted both in storage and over the wire.
Tamper-evident compliance records
Submitted compliance statements are versioned and append-only — they can't be quietly edited after the fact.
Full audit log
Who changed what, and when, across the account — the trail an inspector asks for is kept as you work.
Separated by design
Every agency's data is isolated at the database level, not filtered in the application layer.
Your records stay yours
Export your records at any time. If you cancel, we keep them for up to a year so you can still recover or export them, then delete them.
Pricing
Per agency. Never per seat.
Add every carer you employ without the bill moving. Cancel whenever you like.
Starter
For agencies that want hiring and document expiries under control.
£399
/month
- Branded careers site
- Application form
- Reference management
- Document tracker
Growth
For agencies that also want leave and contracts signed in the same place.
£499
/month
- Leave management
- E-Sign
- Application form builder
- Everything in Starter
Scale
For agencies preparing for, or answering, a CQC inspection.
£749
/month
- CQC Compliance Manager
- Inspection-ready reports
- Compliance form builder
- Everything in Growth
Try it against your own agency.
30 days, full access, your own data. Set up your careers site and run a real hire through it before you pay anything. A card is needed to start; nothing is charged during the trial.
Questions first? Email info@carerhr.com and we’ll reply within two working days.