CareOptix, in full

What CareOptix covers

• –Registered children's homes in England and Wales
• –Multi-home organisations, from a single home upwards
• –Care plans, daily logs, incident and safeguarding records
• –Staff compliance — DBS, training and supervision
• –Rotas, calendar and cross-home reporting
• –Vehicle and fleet compliance records

What it doesn't cover

• –Fostering or adoption case management
• –Adult social care, shared lives or supported employment
• –Connect to Work or IPS case management and reporting
• –Court, care order or front-door referral workflows

Homes

A live register of every registered home you run.

• –Occupancy, Ofsted rating and home profile in one place
• –Switch between an all-homes view and a single home's workspace
• –Role-based visibility, so staff only see the homes they work in

Rotas

Build staff rotas without a spreadsheet.

• –Drag-and-drop shift editing with bulk shift patterns
• –Permission-gated editing for managers and team leaders
• –Bank staff and cover tracked alongside permanent rotas

Calendar

Reviews, contact sessions and shifts, together.

• –One calendar across every home, filterable by home or type
• –Upcoming reviews and statutory deadlines surfaced automatically
• –Event details link straight through to the young person's record

Young People

A single record for each young person in placement.

• –Care plan goals, daily logs and key-work notes in one timeline
• –Placement, education and health information kept together
• –Risk flags surfaced on the dashboard the moment they're logged

Forms & Records

Digital forms built for safeguarding and audit.

• –Drag-and-drop form builder for incident, safeguarding and daily forms
• –Draft and submitted records tracked separately, so nothing goes missing
• –A searchable record library for every form ever submitted

Staff

Keep your workforce compliant without a spreadsheet.

• –Qualifications, DBS checks and training expiry tracked per person
• –Role-based access from Support Worker up to Super Admin
• –Staff profiles linked directly to rota and home assignments

Vehicles

Fleet compliance without the paper log book.

• –MOT, service and insurance renewal dates tracked automatically
• –Daily vehicle checks logged by whoever's driving
• –Incident and repair history kept against each vehicle

Reports

Everything a regulator or manager asks for, ready to export.

• –Incident, compliance and activity roll-ups across homes
• –Filter by home, date range or category in seconds
• –Built from the same records staff already enter — nothing re-keyed

01

One record entered once — it's already on the dashboard, the rota and the report, with nothing copied between systems

02

A live, all-homes view so problems surface the day they happen, not days later

03

Digital incident and safeguarding forms, submitted and searchable in seconds

04

Renewal dates for DBS and training tracked automatically, with alerts before they lapse

05

Rotas built once, with bulk shift patterns instead of a spreadsheet rebuilt every week

06

Role-based access, so sensitive records stay need-to-know rather than open to the whole team

07

Incident and safeguarding records structured around the evidence Ofsted inspectors ask for

08

One licence covers every module and every member of staff at every home — no per-seat maths

Price

£4,995 / licence / year

Pricing model

Includes up to 10 homes, then £495 per additional home / year

no per-seat fees

What's included

All 8 modules, unlimited staff, email support

Free trial

14 days, free

start without a card and set the dashboard up in full. Nothing is charged unless you choose to carry on at the end of it.

Set-up fee

None as such. Onboarding and data migration is offered at £399 as an optional one-off

the licence can be bought without it, and it is not charged again at renewal.

Discount for educational or non-profit organisations

Not currently published

ask us directly

01

Kick-off

We walk through the rollout plan together, so your team knows exactly what to expect and when.

02

Discovery

We look at your homes, your current records and your processes, so the platform is set up to match how you actually work.

03

Configure

We set up your homes, staff, roles and permissions, so the platform is ready to use from day one.

04

Train & deploy

We train your team, run final readiness checks, and support you through your first weeks live.

Getting started

Kick-off, discovery, configuration, and training and deployment

see the four-step rollout above

Training cost

Included as part of onboarding

Data export while active

Customer organisations can export their records at any time in a standard format

Formal end-of-contract data export commitment

Not currently published as a separate contractual guarantee

export while your account is active is the supported route

Assistance understanding data structure on exit

Not currently published

ask us directly

Support channel

Email

Support cost

Included at no extra charge for as long as your licence is active

Guaranteed response time

Not currently published

our Terms describe response times as a target, not a guaranteed service level

Phone support

Not currently offered

Named account manager

Not currently offered

Support available to third parties (e.g. commissioners)

Not currently published

ask us directly

Access

Web browser

no application to install

Supported browsers

Not currently published

ask us directly

Designed for mobile devices

Not currently published on this site

ask us directly

Customisation

Drag-and-drop form builder for incident, safeguarding and daily forms; no broader system-wide customisation currently published

Public API

Not currently offered

Data import tools

Not currently published

ask us directly

Data protection basis

UK GDPR and Data Protection Act 2018

CareOptix acts as processor, Customer as controller, under a data processing agreement

Encryption in transit

Yes

Access control

Role-based access control, with regular review of access permissions

Two-factor authentication / SSO

Not currently offered

ISO 27001

Not currently held

Cyber Essentials / Cyber Essentials Plus

Not currently held

Published penetration-testing frequency

Not currently published

Published uptime SLA

Not currently published

our Terms explicitly do not guarantee uninterrupted or error-free operation

Data hosting location

European Economic Area

Frankfurt, Germany (AWS eu-central-1). Platform Data and account sign-in records are held in the same Postgres database

Data residency

Not routinely transferred outside the UK or EEA

where any transfer does occur, the safeguards in our Privacy Policy apply

Built for UK care regulation

Designed around the regulations that govern English and Welsh children's homes.

Ofsted-aligned recordkeeping

Incident and safeguarding records structured around the evidence inspectors ask for.

GDPR-conscious by design

Role-based access keeps sensitive records need-to-know, not open to the whole team.

Role-based access, built in

From Support Worker to Super Admin — permissions that match how homes are actually run.