Running a care home means managing rotas, tracking leave, covering call-offs, tracking agency costs, and making sure staff get paid correctly — all at once, every week. BrightCare brings it all into one place so nothing gets missed, nothing gets lost, and no one gets short-paid.
Who it's for
Built for the people running care homes
Not clinical or resident care software—BrightCare is for operations, scheduling, and administration.
Care home owners and operators
Registered managers and deputy managers
Care coordinators and admin teams
Scheduling and workforce leads
The challenge
Care home operations often involve
BrightCare centralises these workflows into a single platform.
Managing rotas manually across departments
Tracking staff availability, leave, and shift swaps
Tracking hours worked and exporting data for payroll processing
Keeping staff informed of schedule changes in real time
Agency costs disappear into the rota
You know agency is expensive but you cannot see exactly what it is costing you shift by shift — or whether the worker even showed up.
Features
Transform Your Care Home Operations Today
Everything you need to run a compliant, efficient care home — from auto-generated rotas and shift approval to payroll-ready exports and real-time agency cost tracking.
Auto-Generate Rotas
Effortlessly create and manage staff rotas. Reduce scheduling conflicts and ensure full coverage — generated in seconds from your shift templates.
Staff Portal
Empower your staff with a user-friendly portal for easy access to their rota, shift history, and expected wages — on any device.
Shift Management
View, assign, and manage individual shifts. Drag and drop to reassign, mark off days, and keep your rota accurate at all times.
Leave Management
Staff submit holiday requests directly through their portal. Approved leave is automatically excluded from rota generation.
AI-Powered Rota Patterns
Describe your rota in plain English or build a fortnightly pattern visually. BrightCare generates fair rotas automatically every week — including fair weekend rotation.
Shift Approval & Wage Accuracy
Every shift goes through a review and approval workflow before wages are confirmed. No more short payments. No more overpayments. Every penny tracked and verified.
Agency Cost Tracking
Assign agency cover directly on the rota. Track agency costs separately from internal payroll. See your agency spend in real time and control your biggest variable cost.
- Assign agency cover on the rota with rate per shift
- Full confirmation workflow — confirm, no-show or dispute every agency shift
- Agency spend tracked separately from internal payroll with CSV export
Payroll-Ready Exports
Export separate CSVs for internal staff payroll and agency costs. Payroll periods can be locked to prevent retrospective changes. Clean, accurate data for your payroll provider every time.
Agency management
The only care home rota system that tracks agency spend shift by shift.
No other care home management tool separates agency costs from internal payroll at this level. BrightCare gives you a full confirmation workflow for every agency shift — confirm it, flag a no-show, or raise a dispute. Only confirmed shifts count toward your spend report. No more paying for workers who did not show up.
See it in actionAdmin value
Organisation & staff management
Keep teams and contracts in one place with clear structure and controls.
Secure multi-organisation setup — each care home's data is completely isolated
Department and role management — structure your teams with custom departments and roles
Staff profiles with contracts — store hourly rate, contracted hours, employment type and weekend preferences
Employment status tracking — active, on leave, suspended and terminated statuses
Bulk staff import — upload your whole team at once using a simple CSV template
Scheduling
Rota & shift scheduling
Create, publish, and track rotas with clear shift types and statuses.
Auto-generate weekly rotas based on contracted hours and staff availability
Draft, review and publish workflow — edit rotas before staff can see them
Multiple shift types — day, night, morning, afternoon, custom and off
Shift duration and break tracking per shift
Shift status tracking — scheduled, completed, cancelled and no-show
Recall published rotas to draft for amendments
Staff self-service
Staff requests & availability
Staff submit requests; admins approve or reject with notes—all in one place.
Holiday, sick leave and personal leave requests
Shift swap requests — staff agree swaps and submit for manager approval
Shift cancellation and pickup — cancelled shifts become available for other staff to claim
Approve or reject requests with notes
Staff availability settings per day of the week
Payroll
Wage tracking & payroll export
Track hours worked and expected wages per staff member. Export a clean CSV for your payroll provider or accountant.
Hours and wage tracking per staff member
Hourly rate management per staff
Expected and confirmed wage calculations
Payroll-ready CSV export
Weekly and monthly wage summaries
Decision support
Dashboards & insights
Simple charts, counts and summaries to support day-to-day decisions—without the business intelligence hype.
Today's coverage at a glance
See which departments are fully staffed and where gaps exist for today's shifts.
Weekly shift and hours overview
Total shifts scheduled, hours worked, and approved shifts for the current week.
Pending requests dashboard
Holiday requests, shift swaps and cancellations visible and actionable from one place.
Trust & compliance
Security & access
Data is isolated per organisation with role-based access and secure sign-in.
Three user roles — super admin, care home admin and staff — each with appropriate access levels
Complete data isolation — your care home data is never visible to other organisations
Email verification required on signup — 6-digit OTP confirms every new account
Secure session management — tokens expire and refresh automatically to keep accounts safe
How It Works
From setup to rota in minutes
Create Your Departments
Create departments like Care, Kitchen, Laundry, Housekeeping and Management. Add the roles within each department — these must match your staff records exactly.
Add Your Staff
Add staff manually or upload in bulk. Each staff member gets automatic login credentials by email.
Generate Your Rota
Auto-generate compliant rotas in seconds based on your shift templates, staff availability and approved leave.
Review and Manage
Edit, approve and publish rotas. Staff see their shifts instantly on their own portal. Use Shift Review daily to approve completed shifts and confirm staff wages — staff see confirmed wages update in real time. Manage leave requests, shift swaps, and export hours for payroll — all in one place.
Staff Wellbeing
Staff Wellbeing Built In
The only care home rota system with dedicated staff wellbeing support — because healthy staff deliver better care.
NHS-Verified Resources
Every staff member has instant access to verified mental health resources including Samaritans, NHS Every Mind Matters, and Mind — available any time from their portal.
Legal Compliance Alerts
BrightCare automatically flags when published rotas may breach Working Time Regulations — protecting both staff and your organisation.
Built for Care Workers
Resources chosen specifically for adult social care — including the Care Workers Charity emergency support fund and Skills for Care wellbeing guidance.
Pricing & trial
Flexible subscription plans
Starter, Professional, Enterprise. Monthly or yearly billing. 30-day free trial on all plans.
Save when you pay yearly
Starter
Perfect for a single care home getting started with digital rotas
- Up to 30 staff members
- 2 admin users
- Auto rota generation
- Staff portal
- Shift pickup and swap
- Shift approval workflow
- Payroll CSV export
- Bright AI assistant
- Email support
- AI pattern builder
- Agency tracking
- Payroll locking
No credit card required · Cancel anytime
Professional
For established care homes with multiple managers and growing teams
- Up to 75 staff members
- 5 admin users
- Auto rota generation
- Staff portal
- Shift pickup and swap
- Shift approval workflow
- Payroll CSV export
- AI pattern builder
- Agency cost tracking
- Payroll period locking
- Agency cost CSV export
- Bright AI assistant
- Priority email support
- Weekend rotation fairness
No credit card required · Cancel anytime
Enterprise
For large care homes and organisations that need full control
- Unlimited staff members
- 8 admin users
- Auto rota generation
- Staff portal
- Shift pickup and swap
- Shift approval workflow
- Payroll CSV export
- AI pattern builder
- Agency cost tracking
- Payroll period locking
- Agency cost CSV export
- Bright AI assistant
- Priority support with SLA
- Weekend rotation fairness
- Dedicated onboarding session
- Advanced analytics
No credit card required · Cancel anytime
All plans include a 30-day free trial. No credit card required. Cancel anytime.
Managing 3 or more care homes? Contact us for multi-site pricing from £99 per site per month.
FAQ
Frequently asked questions
Everything you need to know about BrightCare
See if BrightCare fits your care home operations
Explore the platform with your team during a 30-day free trial.
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