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Welcome to CareOps

Your command centre for care home operations.

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Staffing & Occupancy Pending Actions Employee Status Review Compliance Documents Employee Documents Current Shift Status

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Staffing & Occupancy

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Planned vs Actual Occupancy

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Pending Actions

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No pending actions

Employee Status Review

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Employees not yet approved — review and update their onboarding status.

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Compliance Documents

Expiry Status

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Employee Documents

Expiry Status

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Current Shift Status

↻ All Locations

0 Clocked In

0 Not Clocked In

0 Hours Today

Employee Insights Attendance Insights

Main Location Main Position Schedule Payroll Department

0

Current Headcount

0 months

Average Tenure

0 years

Average Age

0%

Visa Holders

Employee Distribution by Category

Gender Category Status

Visa Holders Grouped by Nationality

Nationality → Main Location	Visa Holders	Non-Visa Holders
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This month This quarter This year Custom dates

to Apply

1 Jan - 31 Jan

Joiners

0

Joiners

0 results

Leavers

0 results

Leavers

0

Visa Expiry Tracker

Visa Expiry → Name	Employees
No expiring visas

Passport Expiry Tracker

Passport Expiry → Name	Employees
No expiring passports

Month Quarter Year

Employee Turnover %

Main Position

Month to Date

Employee Turnover

0%

0

Total Hours This Week

0

Avg Hours/Employee

0%

Attendance Rate

0

Late Arrivals

Weekly Attendance Trend

Welcome, Employee!

Position | Care Home

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Hours This Month

£0

Salary Accrued

0

Holiday Hours Earned

0

Holiday Hours Remaining

Documents

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Today's Shift

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Schedule

← This Week →

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My Documents

0 Expired 0 Expiring Soon 0 Valid 0 Missing

Status	Document Type	File	Expiry Date	Days	Uploaded	Actions
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My Attendance

← This Month →

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My Leave

+ Request Leave

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All Employees HR Review 0 Pending Approval 0

Care Home: All Care Homes

📥 Export CSV Import CSV

All Categories

+ Add Employee

Employee #	Name	Category	Care Home	Status	Actions
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Employee Document Compliance

Search Employee

Care Home All Care Homes

Document Type All Types

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Back to Employees

Back to Employees

Add New Employee

Employee ID

Use this 4-digit ID to clock in/out on the mobile app

Personal Information

First Name *

Last Name *

Email *

Phone *

Address *

Employment Details

Care Home * -- Select Care Home --

Category *

Employment Type * Rota (Hourly) Salaried (Fixed)

Contracted Hours/Week *

Start Date *

Pay Information

Hourly Rate (£) *

Holiday Accrual Rate (%)

Annual Salary (£) *

Annual Holiday Days

Pension Rate (%)

Tax Code *

NI Number * Format: 2 letters, 6 digits, 1 letter (e.g. QQ 12 34 56 A)

Nationality & Right to Work

Nationality *

Non-UK National: Additional documents will be required. Please upload them via the Documents tab after creating the employee.

Bank Details (for payroll)

Account Holder Name

Bank Name

Account Number

Sort Code

Additional Notes

Comments

Cancel Save Employee

Care Homes Management

+ Add Company + Add Care Home

Companies

Company Name	Care Homes	Actions
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Care Homes

Care Home	Company	Capacity	Current Occupancy	Staffing	Actions
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Back to Care Homes

Add New Care Home

Basic Information

Care Home Name *

Company * -- Select Company --

Address

Capacity & Occupancy

Bed Capacity * Number of beds available

Current Occupancy Number of beds currently occupied

Re-calibrate Staffing Reset staffing numbers to recommended values based on current occupancy

Staffing Requirements - 24 Hours

Minimum staff-hours required per 24 hours (adjust as needed)

Managers (hours)

Admin (hours)

Nurses (hours)

Seniors (hours)

Carers (hours)

Domestic (hours)

Laundry (hours)

Maintenance (hours)

Chef (hours)

Kitchen Assistant (hours)

Activity (hours)

Cancel Save Care Home

Care Home: -- Select Care Home --

PDF CSV Copy Week + Add Shift Save Summary

< Prev Next > Current Week

Weekly Shifts

Total hours 0 hrs

Projected cost £0.00

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Employee	Mon	Tue	Wed	Thu	Fri	Sat	Sun	Total Hrs
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Hours Summary

Sort by: Name Hours

Filter by Role: All Roles Carer Senior Carer Nurse Senior Nurse HCA Admin Kitchen Domestic Maintenance Manager

Name	Category	Contracted	Allocated	Hours Balance	Actual	Variance	Rate	Budget	Actual Cost	Holiday	Training	Sick	Comments
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Attendance Needs Review 0

These entries were auto-resolved with long time gaps and need manager review. Compare the captured photo against the employee's registered photo before approving.

Pending Attendance Approvals 0

Employee	Date	Clock In	Clock Out	Source	Photo	Net Hours	Actions
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Care Home: All Care Homes Employee: Search Clear

◀ ▶ Today

+ Manual Entry ↻ Recompute

Manual Entries Log 0

Employee	Date	Hours	Reason	Status	Requested By	Actions
No manual entries

Attendance Records

Employee	Date	Clock In	Clock Out	Break	Net Hours	Scheduled	Variance	Overtime	Status	Actions
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Attendance Log 0

Employee	Date	Type	Time	Source	Photo	Actions
No entries

Care Home: All Care Homes

Employee:

From: to

All Types Annual Leave (AL) Compassionate Leave (CL) Certified Sick (CS) Maternity (MT) Parental Leave (PL) Absent without Pay (SK) Training (TG) Uncertified Sick (US)

+ Add Leave

Employee	Type	Start Date	End Date	Hours	Status	Actions
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Care Home: All Care Homes

◀ December 2025 ▶

All Categories

All Employees

Calculate Payroll Export

Total Gross Pay

£0.00

Total Deductions

£0.00

Total Net Pay

£0.00

Hourly / Rota Staff

Employee	Hours	Rota Hrs	Extra Hrs	Rate of Pay	Gross Pay	Deductions	Net Pay	Status
Select a period and calculate payroll

Salaried Staff

Employee	Annual Salary	Monthly Equivalent	Gross Pay	Deductions	Net Pay	Status
Select a period and calculate payroll

Timesheets Employee Reports Account Activity

Timesheets

Timecards

View clocked in/out times for all employees

Rota vs Actual

Compare scheduled vs actual worked hours

Auto-Closed Sessions

Sessions that were auto-closed by the system, with approval status

Weekly Payroll Preparation

Week-view rota vs actual + payroll £ (excludes training)

Employee Reports

Employee Export

Export all employee data to CSV

Onboarding Status

Track new employee onboarding progress

Annual Leave Report

Annual leave taken and remaining

Holiday Balances

Current holiday allowance balances

Employee Document Expiry

Documents expiring within selected period

Bank Details

Employee bank account information

Shift Reports

Shift Report

Detailed shift breakdown by employee

Rota Variance

Scheduled vs actual hours worked

Open Shifts History

Track open shifts and assignments

Account Activity & Audit Logs

HR Audit Log

Employee data changes and updates

Schedule Audit Log

Rota and shift changes

Email Audit Log

System emails sent to employees

Timecard Audit Log

Timecard edits and approvals

Login Activity

User login and access history

Payroll & Tax Reports

Payroll Summary

View payroll summary for the year

PAYE Report

Generate HMRC PAYE report

P60 Certificate

Annual tax summary for employees

P45 Leaver

Generate P45 for leaving employees

P32 Payment Record

Monthly employer payment to HMRC

Bank Details

Employee bank details for payments

Back to Reports

Report

Report Filters

Care Home: All Care Homes

Employee: All Employees

From: To:

Year:

Tax Year:

Month: January February March April May June July August September October November December Year:

Week:

Leaving Date:

Absence Type: All Types Sick Leave Annual Leave Unpaid Leave Maternity Leave Paternity Leave Compassionate Leave Other

Expiry Range: Next 30 Days Next 90 Days Next 120 Days Next 240 Days

Generate Report Export CSV Export Full Month CSV Export PDF

⚠️ Privacy Notice: This report may contain Personally Identifiable Information (PII). Handle this data in accordance with data protection regulations (GDPR). Do not share or store this data inappropriately.

Care Home: All Care Homes

▶ Document Types

+ Add Type

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Compliance Documents

0 Expired 0 Expiring Soon 0 Valid

+ Upload Document

All Document Types All Statuses Expired Expiring Soon Valid

Status	Document Type	Title	Care Home	Expiry Date	Days Until Expiry	Actions
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Archived Expired Documents

0

Documents that have expired and been archived. These are kept for audit purposes.

Document Type	Title	Care Home	Expired On	Archived Date	Actions
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Users & Permissions Employee Portal Access Document Types Audit Log System Logs Ticker Messages General

User Management

+ Add User

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Role Permissions

Permission

Admin

HR

Finance

Manager

Viewer

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Employee Portal Access

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Document Types

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Refresh Status + Add Device

0

Devices

0

Connected

0

Records Synced

0

Today's Punches

Device Status

Name	IP Address	Status	Last Sync	Records	Actions
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Recent Attendance Records

All Devices Process Records

Device	User ID	Employee	Time	Type	State	Processed
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Care Home: All Care Homes

From: to

All Actions Create Update Delete Login Logout Export Approve Reject

All Resources Employee Attendance Rota Shift Leave Payroll Document Care Home Company

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Activity Log

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System Logs

Clear All Logs

System logs show import errors, API issues, and other system events that may require attention.

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Dashboard / Portal Ticker Messages

Add custom messages that scroll across the admin dashboard hero and the employee portal hero. Messages may include any of the following placeholders, written as {token}:

Admin tokens: {firstName}, {occupiedBeds}, {totalBeds}, {occupancyPct}, {careHomes}, {employees}, {clockedIn}, {hoursToday}, {pendingActions}
Employee tokens: {firstName}, {hoursMonth}, {holidaysEarned}, {holidaysRemaining}, {todayShiftLabel}, {upcomingLeaveLabel}

Message

Audience Both Admin Dashboard Employee Portal

Add Message

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System (Built-in) Messages

These pre-defined messages ship with CareOps and rotate alongside any custom messages above. You can disable any of them, or override the default text with your own template (placeholders like {occupiedBeds}, {firstName} still work). Click Reset to revert to the original wording.

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General Settings

Auto Clock-Out Hours

Maximum hours before an open clock-in session is automatically closed. Default: 13 hours.

Save

Holiday Accrual Formula

Worked Hours

Earned Holiday Hours per Week

Formula: For every 40 hours worked, 4.3 holiday hours are earned.

Save

Payroll Settings

Employer Reference

Employer Name

Default Pension Rate (%)

Save