What CoolCare does

CoolCare is a UK-based vertical SaaS provider of care home management software, founded circa 1995 and headquartered in the Garforth/Leeds area, serving single homes through to multi-site enterprise care groups across the United Kingdom. Its sister companies build and operate care homes, which the company cites as the source of three decades of operational domain knowledge embedded in the product. The platform is cloud-based with web and mobile access, integrating occupancy management, workforce management, time and attendance, HR, finance and invoicing, and compliance reporting into a single dashboard accessible to CEOs, finance teams, HR, occupancy managers, home managers, and care staff.

The core technology stack centres on rule-based automation features such as Snap-to-Shift (auto-adjusting clock-in times to shift patterns), automated timesheets, intelligent invoicing with discrepancy flagging, and biometric clocking via Suprema BioStation3 facial recognition hardware. Integrations span payroll (Sage, ADP, IRIS Earnie IQ, Moneysoft), accounting (Xero, Advanced Open Accounts, Oracle NetSuite), care planning (Person Centred Software, Nourish), and earned wage access (FlexEarn). The platform also includes add-on modules for recruitment, agency management, a staff portal, connected reception, and training matrix compliance tracking. The company claims annual processing of 16M+ staff clock events and 1.2M automated shift adjustments, with documented customer outcomes including £30-50k average annual savings per home and payroll reductions from 23 hours to 4 hours per month in large deployments.

CoolCare operates a subscription SaaS model with annual billing, priced per home or care group, with no publicly disclosed tiers. Pricing is custom-quoted via a free, obligation-free demo. GTM combines a product-led motion (free demo, website-led conversion, case-study-driven content, webinars) with an enterprise field sales motion for large multi-home operators (25+ homes, 400+ staff), supported by dedicated onboarding, customer success, and a bundled B2B2C channel via LNT Construction, which includes a 12-month CoolCare subscription with every newly built care home. The company has no disclosed funding rounds and no public revenue figures, suggesting organic, profitable growth over its 30-year history.

Name

CoolCare

Legal name

CoolCare

Website

https://coolcare.co.uk

Company type

Private

Founded year

1995

Operating status

Operating

Headcount range

11–50 employees

Short description

CoolCare provides cloud-based care home management software to UK care home operators, integrating occupancy, workforce, time & attendance, finance, and compliance into one platform. It serves single homes through multi-site enterprise groups via a subscription SaaS model with payroll, accounting, and biometric integrations.

Ownership category

akta.pro rank

Product category

Care Home Management Software

NAICS

Continuing Care Retirement Communities and Assisted Living Facilities for the Elderly (62331), Services for the Elderly and Persons with Disabilities (624120)

SIC

Services-Prepackaged Software (7372), Services-Nursing & Personal Care Facilities (8050)

akta.pro primary industry

Childcare & Eldercare Caregiving Platforms (BPAMAHAJ)

Keywords

• Care home software
• Workforce management software
• Time attendance software
• Occupancy management software
• Biometric clocking systems

Headquarters

HQ city

Garforth

HQ country

United Kingdom

HQ region

Europe

Offices1 record

Markets served

GTM type

B2B

Offering type

Software

Cost components

Personnel, Technology or R&D, Marketing or Sales, Operations, Infrastructure

Revenue model

1. SaaS Subscription (Care Home Management Software): CoolCare operates as a subscription-based SaaS platform for care home operators. Customers pay a recurring subscription fee to access the full software suite including occupancy management, workforce management, time & attendance, finance, and care home administration features. The platform is priced per home or per care group, with pricing tiers implied by the different team sizes served. The company emphasises that savings customers make from using CoolCare (e.g., £30-50k per home annually) 'more than pays for its subscription many times over', indicating a positive ROI-driven value proposition driving renewals.

Pricing tiers

Go-to-market motion2 records

Distribution channels3 records

Marketing channels6 records

Core offering

CoolCare is a cloud-based SaaS platform that consolidates care home administration, workforce management, time & attendance, occupancy management, finance, and compliance into a single integrated system for UK care home operators. It serves single homes up to large multi-site groups with live dashboards, automated timesheets, biometric facial recognition clocking, and payroll/accounting integrations. The platform is sold via subscription per home or per care group, with implementation, training, and ongoing support delivered by CoolCare's in-house team.

Product overview

CoolCare is a unified care home management software platform offering integrated modules for administration, workforce management, time and attendance, occupancy management, and finance. The core system includes additional add-on modules such as Biometric Clocking (using Suprema BioStation3 facial recognition hardware), Connected Reception (digital front-of-house), Staff Portal (mobile staff interface), Virtual Notice Boards, and specialized features for Recruitment Manager, Agency Management, and Training Matrix. The platform connects with payroll providers (Sage, ADP, IRIS), accounting systems (Xero, NetSuite), care planning software (Person Centred Software, Nourish), and earned wage access services (FlexEarn).

Differentiator

Problem solved

Functional benefit

Products and services

• Care Home Administration Centralised digital administration module for managing resident records, maintenance scheduling, virtual notice boards (menus, events, birthdays), staff messaging, and document management across multiple care homes, replacing paper-based processes.
• Workforce Management Comprehensive staff management module covering staff rostering, recruitment, agency management, compliance tracking, training matrix, appraisal management, and Bradford Factor reporting for absence management across one or multiple care homes.
• Time & Attendance Automated staff clocking and timesheet management system with Snap-to-Shift automatic adjustment of early/late clock-ins to the nearest shift pattern, biometric clocking via Suprema BioStation3, break deductions, pay rules, and CSV payroll exports for Sage, ADP and IRIS.
• Occupancy Management Live occupancy tracking, enquiry pipeline management, waiting list administration, self-funder ratio monitoring, and enquiry-to-admission conversion tracking across single or multiple care homes to maximise fill rates and optimise revenue per bed.
• Finance & Invoicing Automated billing rules, intelligent invoicing with discrepancy flagging, resident ledgers, sales ledger, business reports, and pre-made CSV exports for Xero, Sage, Advanced Open Accounts, and Oracle NetSuite.
• Biometric Clocking (Suprema BioStation3) Suprema BioStation3 facial recognition hardware providing secure, touchless staff clocking with sub-0.3 second recognition speed, anti-spoofing technology, IP65 rating and low-light operation. One-time enrolment applies across all locations, integrating directly with CoolCare's workforce management module.
• Connected Reception Digital front-of-house solution featuring visitor books, biometric staff sign-ins, and virtual noticeboards integrating with Person Centred Software care plans for real-time resident visit updates.
• Security & Storage Data security infrastructure with encrypted storage, backup systems, and compliance with GDPR and UK data protection regulations for care home customer data.
• Implementation, Training & Support Services In-house implementation, migration (from legacy systems including CoolCare3 to CoolCare4), training, and ongoing customer support services delivered by CoolCare's team of experts for new and existing care home customers.

Quantifiable outcome

• £30–50k average annual savings per home
• +12 more outcomes

Named customers11 records

Segments7 records

Ideal customer profiles3 records

Technology focussed Yes

API detail

Has API

No

API docs

API detail

Core technology

AI maturity

App detail

Integration10 records

Feature10 records

Partnerships

Nine partnerships are on record, tiered core and secondary.

• FlexEarncoreTechnology or Integration · 4 October 2022CoolCare integrated its time and attendance system with FlexEarn's on-demand pay (earned wage access) service. Workers can view accrued wages from completed shifts and withdraw a portion to their bank account before payday. Employees pay a flat fee of £1.50 per withdrawal; employers incur no charge. The partnership was launched in October 2022 to help care homes attract and retain workers during the cost-of-living crisis. CoolCare customers can be set up in as little as 30 minutes. A 73% increase in retention was reported at care homes offering on-demand pay.
• Person Centred SoftwarecoreTechnology or Integration · 6 March 2020CoolCare has partnered with Person Centred Software (PCS), the UK's most widely used digital care planning system (used in over 3,000 care homes). The integration allows joint customers to automatically add staff and resident records from CoolCare into Person Centred Software, reducing duplication and ensuring new admissions have care records in place. CoolCare's Connected Reception integrates with PCS care plans for real-time visit updates. The partnership was announced in March 2020 and extended in October 2022 as a free-of-charge integration.
• SagecoreTechnology or IntegrationCoolCare provides pre-made CSV uploads for Sage payroll and accounting products. Customers export timesheet and payroll data from CoolCare directly into Sage, streamlining the end-to-end payroll process. St Vincent Care Homes (200+ staff) uses this integration and reports dramatic payroll efficiencies (from 3 days to 4 hours/month).
• XerosecondaryTechnology or IntegrationCoolCare offers CSV export functionality for Xero accounting software, enabling care home finance teams to import billing, fee change, and income data into Xero. This simplifies VAT returns, expense tracking, and financial reporting.
• IRIS (Earnie IQ)secondaryTechnology or IntegrationCoolCare provides pre-made CSV exports for IRIS payroll software (Earnie IQ), an award-winning UK payroll solution. The integration streamlines payroll processing and statutory calculations (PAYE, National Insurance, workplace pensions).
• ADP PayrollsecondaryTechnology or IntegrationCoolCare supports payroll exports for ADP Payroll, one of the largest global payroll providers. Care home operators using ADP can import CoolCare timesheet data directly.
• NourishsecondaryTechnology or IntegrationCoolCare integrates with Nourish, a digital care planning and care management software provider. The integration allows care operators to connect resident care information with CoolCare's wider admin ecosystem, supporting person-centred care plans and schedules.
• Virgin MoneysecondaryStrategic or Co-development PartnerCoolCare co-hosted a webinar with Jonathan Russell, Relationship Director – Health & Social Care at Virgin Money, on the topic of unlocking finance for care homes. The session covered what lenders look for in care business funding applications, drawing on Virgin Money's 35+ years of healthcare banking experience. CoolCare's commercial director Iain Corigan co-presented.
• LNT ConstructionsecondaryChannel Partner/ Reseller/ DistributorLNT Construction, a care home builder, bundles a 12-month CoolCare subscription with every newly built care home they construct. This provides CoolCare with a unique distribution channel reaching operators at the point of home commissioning. Halcyon Care Homes first encountered CoolCare through this channel and subsequently extended the subscription across all 7 of its homes.

Scale indicators16 records

Recent moves6 records

Expansion highlights4 records

Emerging players

• QCS (Quality Compliance Systems): UK provider of policy, compliance, and quality management tools for the care sector. Adjacent to CoolCare's compliance and HR modules and serves the same UK care operator buyer.
• Radar Healthcare: UK healthcare and care sector software focused on risk, compliance, and quality assurance. Targets the same care operator compliance workflows that CoolCare's training matrix and HR modules address.

Direct peers

• KareInn: UK digital care planning platform for care homes and care groups. Targets the same UK care operator buyer as CoolCare, with overlapping modules around resident records and care management workflows.
• Nourish: UK-based digital care planning and care management software serving care homes and home care providers. CoolCare integrates with Nourish, indicating overlap in target customers (UK care operators) and a comparable buyer profile.
• Person Centred Software: UK digital care planning and care home software provider used in 3,000+ care homes. Overlaps with CoolCare on care home software and shares a deep mutual integration, making it both a partner and a direct competitor for the operator software wallet.
• Care Control: UK care home management software covering rostering, care planning, medication, and reporting for residential and nursing homes. A direct competitor in UK care home operator software.

Others

• Birdie: UK digital care platform focused on home care (domiciliary) rather than residential care homes. Adjacent rather than directly competing with CoolCare's residential care home focus, but pursues the same UK care software buyer.

Broad incumbents

• The Access Group: Large UK software provider with care home, health, and social care modules (including Access Workspace for Care). A broad incumbent offering overlapping functionality as part of a much wider software portfolio.
• WellSky: International healthcare and care software provider (formerly Jigsaw) with UK care home operator offerings. A larger incumbent with overlapping workforce and care management capabilities.
• Civica: UK public-sector and health software provider serving care organisations, councils, and healthcare providers. A broad incumbent offering overlapping capabilities for the UK care operator market.

Market position

Strengths5 records

Weaknesses5 records

Competitive moat5 records

Key risks6 records

Key highlights7 records

Customer concentration

• YouTubeyoutube.com/watch?v=HO_b3TR9kyw
• Xx.com/_CoolCare
• LinkedInlinkedin.com/company/coolcare4

Compliance2 records

Revenue estimate

Valuation estimate

Number of profiles

Profiles2 records

Funding overview

Funding rounds

Investors

Funding detail is available on the Subscription and Enterprise plan.Contact sales →

M&A

Investments

M&A and investment is available on the Subscription and Enterprise plan.Contact sales →

Frequently asked questions about CoolCare