A care agency or in-house care team lives on two questions: is this person allowed to work this shift, and did they work it? BOOK ON holds each carer’s DBS, training and right-to-work records with their expiry dates, puts them on the rota by home or ward, records the book-on and book-off from the app, and turns the hours into the payslip and the invoice to the home. For sleep-ins and lone domiciliary visits, check calls and the position map keep the carer in view.
What a care provider needs
Compliance before the shift
DBS, right to work, mandatory training, references and immunisation records held with expiry dates; a lapse shows on the record and in the expiry reports.
Rotas by home or ward
Shifts planned per client site with the skill mix needed, copied forward week to week and changed per shift.
Proof of the hours
Carers book on and off from the app with the position recorded, so the home’s timesheet query is answered from the record.
Lone workers and sleep-ins
Check calls at set intervals, the Alone filter on the live monitor and a position map for domiciliary rounds.
Cover at short notice
Search carers by postcode and radius, filtered by training and transport, and fill a dropped shift before the handover.
Pay and invoice
Pay rate and charge rate per shift, payroll by period with payslips, and invoices fetched from approved timesheets by home and date range.
A shift at a home, step by step
- The home’s rota for the week is planned with the right mix; the compliance position of each carer is visible on the staff record before they are booked.
- The carer books on from the app on arrival; a late or missing carer shows to the coordinator at once.
- A dropped shift is covered from the postcode search, filtered by the training the home requires.
- Incidents and safeguarding concerns are typed in as reports with photos and reviewed by a manager.
- Book off closes the shift; planned against actual hours feeds payroll and the invoice to the home.
Records an inspector or a home will ask for
A home that uses agency staff is expected to confirm each worker’s identity, DBS status, training and right to work, and a regulated provider keeps the same records for its own staff. BOOK ON’s staff record holds the documents and certificates with their expiry dates, the training matrix shows who has completed what, and the new staff and document expiry reports show the position across the whole workforce. Leave and absence records, complaints and corrective actions sit alongside. Integration with the DBS Update Service is confirmed during onboarding. BOOK ON records and reports; it does not replace your own policies or the regulator’s guidance.
Care staffing on BOOK ON at a glance
| Need | BOOK ON screen | Who uses it |
|---|---|---|
| Carer compliance | Staff record, document and certificate expiry, training matrix, right-to-work expiry | Compliance, coordinators |
| Plan shifts | Client roster by home or ward, Copy Roster, Excel import | Coordinators |
| Prove attendance | Book on and book off from the app, live monitor, attendance reports | Coordinators, homes |
| Lone worker welfare | Check calls, Alone filter, Monitor Location map | On-call managers |
| Leave and absence | Leave requests from the app, absences, holiday reports | HR |
| Pay and bill | Timesheets, Generate Payroll, sales invoice from timesheets | Finance |
Care staffing questions
Does BOOK ON stop a carer being rostered when a certificate has lapsed?
The lapse is visible on the record, in the expiry reports and in the cover search filters. Whether a lapsed certificate blocks the booking is confirmed during onboarding.
Can homes see the timesheet?
Attendance reports and invoices are produced per home and sent as PDF or export; a client login is confirmed during onboarding.
Does it support domiciliary care visits?
Each visit is a shift at a client site; the carer books on and off from the app at each one, and the position map shows the round.
How are sleep-in shifts paid?
Pay rates are set per shift, so a sleep-in rate and a waking night rate are recorded separately and flow into payroll.
Is the data held in the UK?
Hosting and data processing terms are set out in your agreement and confirmed during onboarding.
Related pages
Run one of your homes on the demo
Bring a week of shifts and your carers’ documents, and see the compliance position, the rota and the invoice in BOOK ON.