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For care homes and care groups

Turn more enquiries into admissions

80%

A simple enquiry tracker built for care homes. It follows every family from the first phone call to the day their relative moves in, so no enquiry is forgotten and every empty bed is filled sooner.

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Phone calls
Emails and letters
Your website form
Professional enquiries and walk-ins

All arrive on one board, in one place.

01

Every enquiry on one board

Phone calls, emails and your website form land in one pipeline: enquiry, assessment, offered, accepted. Each one is scored Hot, Warm or Not yet ready.

  • Log a phone call, email, letter or walk-in in under a minute, or let families use your own web enquiry form.
  • Each enquiry records who is calling, their relationship, the person needing care, postcode, care type, preferred home and timescale.
  • A score from 0 to 100 sorts enquiries into Hot, Warm or Not yet ready, so the team calls the right family first.
  • Possible duplicates are spotted as you type, so the same family is never chased twice.
  • Campaign and source tracking shows which adverts, websites and referrers actually bring admissions.
02

Nobody waits for a call back

Follow-ups and assessments have dates and owners. Stage timers show who has waited too long, and assessor double-bookings are flagged.

  • Every new enquiry gets a call-back task with a date and a named owner.
  • Stage timers turn amber, then red, when an enquiry has sat too long at enquiry, assessment or offered stage. Targets can be set for the group or for each home.
  • A follow-ups list shows everything due today and overdue, across every home.
  • Assessments are booked with an assessor, place and length. If the assessor is already booked at that time, you are warned before saving.
  • Calls, emails, letters, visits and notes build a full timeline for each family.
03

The right home, first time

Match a person to homes with the right care type, a free bed and the shortest distance. See occupancy across the whole group.

  • Match homes ranks your homes by care type, free beds, distance from the family’s postcode and the family’s preferred home.
  • Clear warnings show when a home is full or does not offer the care needed.
  • Group occupancy shows beds, residents, enquiries in progress and expected admissions for every home on one screen.
  • Homes with low cover stand out, so sales effort goes where empty beds are.
04

Fees and funding made clear

Estimate weekly fees, top-ups and council contributions, with plain guidance on funding limits for each UK nation.

  • A fee table for each home, care type and room type gives the right weekly rate straight away.
  • Work out the split between council contribution, third-party top-up, NHS nursing care (FNC) and what the family pays.
  • Plain-English guidance on capital limits and allowances for England, Scotland, Wales and Northern Ireland for 2026/27, picked from the family’s postcode.
  • A simple savings planner shows roughly how long savings may last before council support could begin.
  • Funding figures are reviewed each April and shown as guidance, not financial advice.
05

Ready on moving-in day

A ten-point admission checklist (contract, GP, medication, room, welcome pack) records who did what and when.

  • Ten items: assessment, care plan, funding agreed, contract signed, GP registered, medication, mental capacity and consent, room ready, welcome pack and moving-in date.
  • Tick an item and the system saves who ticked it and when, with an optional note.
  • Progress bars on the board show how close each accepted family is to moving in.
  • At 100% the enquiry is marked ready, a note is added to the timeline and your care system can be told automatically.
06

Stay in touch, properly

Families who are not ready yet go on a “Not yet ready” list with check-in reminders. Marketing only goes to people who gave consent.

  • Families who decline or pause are kept on a “Not yet ready” list instead of being lost.
  • Check-in reminders bring them back to the top at the right time. You can pause a family for as long as they ask.
  • Re-open an enquiry in one click; a call-back task is created for you.
  • Contact details only appear in exports for people who agreed to be contacted.

How it works

1

Capture the enquiry

Log a call or share your web enquiry form. The enquiry appears on the board with a call-back task.

It is scored Hot, Warm or Not yet ready and checked for duplicates.

2

Assess, match and agree

Book the assessment, match a home and agree the fees. Every change is recorded.

Change history shows who changed what, when, and the old and new values.

3

Get ready to move in

Tick off the admission checklist. At 100% the person is ready to move in.

The person’s details can then be handed over to your care system.

Connects to your care system, nurse call and Microsoft sign-in through a secure API.

Works with what you already use

Keys are created by managers, every request is checked, and every change is logged.

Your care system

Accepted admissions are handed over through a secure API, and bed occupancy can flow back in.

Nurse call

Call events are received and timed. Emergency and slow responses are listed for review and can become an incident in one click.

Microsoft sign-in

Staff can sign in with their work Microsoft account, with roles set by email domain.

Exports and webhooks

Download enquiries, assessments, readiness and audit data as CSV or JSON, or receive signed webhooks when things change.

Full change history. Every edit to an enquiry, fee or checklist item is recorded with who made it and when.

Consent respected. Marketing details are only shared for people who agreed to be contacted.

Fill empty beds sooner

Set up your homes, share your enquiry form and log your first call today.

Get started See the demo