Care Worker Rota Management & Planned Home Care Visit Monitoring System

Rota Management & Planned Home Care Visit Monitoring System

SmartTask Care is a domiciliary care worker rota management system and planned homecare visit monitoring solution, designed to help you operate more effectively, protect your staff and ensure customers receive the highest quality of care.

Selected by over 200 companies across the UK and beyond, our solution will help you to better plan, manage, deliver and report on your services. With 15% reductions in administration time equating to £30,000 annual cost savings by providing enhanced communication between remote staff and office-based administrators and managers, streamlining rota management and proof of service (Vibrance Care), you’ll also quickly experience significantly enhanced service quality and customer satisfaction.

  • Save administration time and costs
  • Free up more time to care
  • Increase productive care time with service users
  • Outreach workers can access up-to-date care plans
  • Data captured to show that care is delivered to plan
  • Comply with duty of care
  • Cloud-based care rota management software

Key Features

    • Simplifies rota planning and removes uncertainty in confirmation of employees to shifts
    • Captures attendance and escalates to management if posts are not filled
    • Provides a source of KPI data, simplifying evidence-based employee performance management
    • Centralises holiday management including holiday requests and sign off
    • Manages audit allocation, centralises storage and retrieval and enables additional evidence such as photos to be added
    • Incident capture with photos and GPS location to improve incident management and ensure incidents are dealt with
    • Automates inspections so procedures are followed and completed to schedule
    • Centralises certificate management with notification when certificates or training courses need refreshing

SmartTask Care is cloud-based, so it doesn’t require costly integration, our hosting infrastructure maintains the highest reliability and security standards. Our availability target is 99.95%, outside planned maintenance windows.

    • Scalable infrastructure to meet your needs
    • 24/7 monitoring
    • Provides a source of KPI data, simplifying evidence-based employee performance management
    • 1Gbps redundant network connections
    • Protection against DDOS attacks at OSI levels 3, 4 and 7
    • Server switch-over configuration for seamless recovery
    • ISO27001 accreditation
    • G-Cloud 10

You only pay for what you need – and you will benefit from regular updates and new features. Our reliability and experience mean that you are in safe hands – and our UK based helpdesk ensures that support is highly responsive and effective too.

Care Visits & Care Plans

Automatic Workforce RosteringSmartTask captures integrated proof of time and attendance to monitor the status of your care staff as they complete their work.

The SmartTask Mobile app provides a simple and efficient means of capturing care as it is being delivered – allowing tasks to be recorded immediately and without completing time-consuming forms. Similarly, the smartphone provides access to supporting information and special instructions or even care notes subject to your policy and procedures.


Simple, easy to use application on affordable devices

Accurate and timely reports – no paper

Full audit trail - who’s done what, where and when

Better support for care workers whilst in the field


payroll-hr-invoiceManage employee records, holiday, absence and certificate management along with payroll and service billing. You can automatically arbitrate employee pay to your parameters. Shifts outside these parameters requiring manual arbitration can easily be identified and actioned quickly. Exportable reports can be integrated with SAGE and provide essential payroll and billing data – along with holiday accrual and absence management.


Safeguard contractual commitments by ensuring that only qualified employees are suggested for shifts

Accelerate payroll and billing using SmartTask’s integrated reports

Easily access attendance records for every employee

Increased transparency for both employees and customers

Boost morale among staff by reducing employee pay disputes and resolving any disputes that do arise more quickly

Payroll lock down provides a consistent source of data for reconciliation

Streamline the holiday request process

Integrated holiday management makes rota management more efficient

Proof of Attendance

SmartTask IVRWith at-a-glance visibility, Live View is an interactive dashboard for you to monitor the delivery of care – so you avoid unfulfilled shifts and missed care visits. Your admin teams can track the attendance, care visit status and safety of care workers in care homes, or in the field, and respond quickly to any operational issues, alerts – or lone worker alarms.


Accurately record the times that employees have started and ended their shifts

Support duty of care to staff and keep them happy

Simple to use

Reduce operational costs by automating the process of how shifts get started ended as well as how check calls get made

Know your employees are safe without having to call them

Mobile Workers

SmartTask Mobile WorkersCare workers can use a simple smartphone application to scan tags to record shifts and service users visited. Where appropriate, on-screen signature capture provides additional proof of service. Other staff (without smartphones) simply book on/off shifts and submit check calls via a telephone and a secure PIN code.


Deliver the service you’ve promised and prove it!

Cutting down the time spent on producing reports

Add management kpi’s for remote workers where previously it was impossible to measure what they were doing

Make employees more effective workers

Identify poorly performing employees

Reduce paper forms, centralise storage and retrieval and improve management of the process the forms are designed to support

Real-time Visability

This provides an extremely powerful and flexible capacity for replacing paper-based business processes with electronic forms. Almost any routine, or event-driven data capture activity can be automated with workflow logic, GPS location/time/date, camera and signature capture.
Information can be exported to spreadsheet or collected by your system – accessing a secure database interface.

Our experienced analysts are on hand to help you design SmartForm ‘apps’ – tailored to your specific requirements.


Effectively manage contract delivery and view recently completed work

Certify attendance across both mobile and static teams

Provide duty of care to staff and support them whilst out in the field

Enhance customer satisfaction

Improve Operational Control and deal with incidents quickly and effectively

Email alerts remove the need for someone to be permanently sat in front of the monitoring screen

Avoid having to make hourly calls to employees to check on their welfare


Care visits and care plans

Experience a clear, concise and accurate view of all your activity through advanced reporting capabilities. A range of user, financial and executive reports enables you to analyse performance and provide essential information to clients. Data can also be uploaded to other back office systems, including billing and payroll – saving time and eliminating manual input mistakes. Being accountable and transparent will help to win more business.


Consolidate current paper based processes in to an up to date electronic system

Schedule regular work and be confident that managers will be alerted if the work is not completed to plan

Expand the range of services offered

Delight your customers and be sure they are getting the best value for money from its facilities personnel and contractors

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