Carer rostering
Drag-and-drop rosters by area and client, recurring visits, leave and availability, published to carers' phones.
Home care software: rostering, visit notes & families
Home care: the right carer at the right door. Rosters, notes and families sorted.
Rosters live in a spreadsheet, visit notes come back on paper (if they come back at all) and families ring the office to ask if Mum got her lunch. We build rostering, visit, compliance and family update systems for home care providers that all talk to each other. Then we host them and look after them.
Looking for home care rostering software that fits how your team actually works?
Home care is a logistics business wrapped around a caring one. Dozens of carers, hundreds of visits a week and clients spread across half the region, all funded differently through Support at Home, NDIS or private arrangements. Most providers end up running it on a rostering app that doesn't quite fit, a spreadsheet for the gaps, a group chat for the sick calls and a coordinator who keeps the rest in their head.
Wollopit builds custom home care software around how your service really runs. Rosters land on carers' phones and cover gets found in minutes. Visit notes are written at the door, not at the end of the week. Families see what they need to see without ringing the office. Every check, credential and incident is on record for when the auditors turn up. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from home care providers
Does your home care provider have these problems? Here's how we'd fix them.
Most home care providers we talk to have brilliant carers and coordinators who are stretched thin. The system works until someone calls in sick at 5.45am.
- The problemThe 5.45am sick callA carer texts in sick before dawn and the coordinator rings down a list while three clients wait for breakfast.How we fix itThe open shift is offered to suitable carers who are free nearby. First to accept gets it and the client is told who's coming.
- The problemRosters in spreadsheetsChanges made in the office never reach the carer. Someone turns up to a cancelled visit while another client gets missed.How we fix itLive rosters on carers' phones. Changes are pushed instantly and accepted with a tap so everyone knows where they're meant to be.
- The problemVisit notes on paperNotes get written in the car, handed in late or lost altogether. The next carer has no idea what happened yesterday.How we fix itNotes recorded on the phone at the end of each visit with tasks ticked off, so the next carer and the office see it straight away.
- The problemCarers zigzag across townBack-to-back visits on opposite sides of the region with dead time in between and kilometres nobody tracks properly.How we fix itRuns grouped by area with travel time and kilometres worked out automatically, so rosters make sense and travel is paid right.
- The problemFamilies ring the officeDaughters and sons ring to ask if Dad ate, who's coming tomorrow and why the carer changed. The phone never stops.How we fix itA family portal showing upcoming visits, who's coming and the notes the client has agreed to share.
- The problemPreferences get forgottenMrs Jones doesn't want a male carer. Mr Lee needs someone who speaks Cantonese. The new coordinator didn't know either.How we fix itCarer matching by skills, language, gender preference, pets, smoking and continuity, flagged before the roster is published.
- The problemCompliance tracked looselyPolice checks, worker screening, first aid and car insurance expire in a spreadsheet nobody opens until audit time.How we fix itEvery carer's checks and training in one place, with expiry reminders and a block on rostering anyone who's out of date.
- The problemMissed visits found too lateNobody knows a visit was missed until the family rings that afternoon.How we fix itLate clock-on alerts go to the coordinator within minutes so a missed visit gets caught before it becomes a complaint.
- The problemCare plans stuck in a folderThe care plan sits in the office while the carer at the door works from memory.How we fix itCare plans, tasks, risks and medication prompts on the carer's phone for every visit, always the current version.
- The problemIncidents written up lateA fall gets mentioned in a text and never properly recorded. Follow-up depends on who remembers.How we fix itIncident reports from the carer's phone with photos, instant escalation and a full follow-up trail for your records.
- The problemTimesheets argued overBroken shifts, travel, weekend rates and SCHADS award penalties worked out by hand every pay run.How we fix itClock-on times become timesheets with travel and award rules applied, ready to export to payroll.
- The problemBilling re-keyed every weekEvery visit gets typed into billing again, with different rates for Support at Home, NDIS and private clients.How we fix itVerified visits flow into invoices and claims at the right rate for each funding type, then into Xero or MYOB.
02What we build
Solutions
What we build for home care providers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Cover & shift offers
Sick calls turned into shift offers sent to suitable carers nearby, with the first to accept locked in.
Carer app
Today's run, client addresses, access notes, tasks and clock on and off with location checks.
Visit notes & checklists
Notes, tasks, meals, mood and observations recorded at the door. Works without reception and syncs later.
Care plans
Goals, tasks, risks and medication prompts for each client, versioned and visible on every visit.
Run planning & travel
Visits grouped by area, travel time between clients and kilometres logged for pay and reimbursement.
Carer matching
Skills, language, gender preference, pets and continuity checked before a carer is rostered.
Family portal
Upcoming visits, carer names and shared notes for families, with permissions set by the client.
Compliance & credentials
Police checks, worker screening, first aid, licences and car insurance with expiry alerts.
Incidents & feedback
Incident reports with photos, escalation, follow-up actions plus complaints and compliments logged.
Timesheets & payroll export
Clock-on data turned into timesheets with travel and award rules, exported to your payroll system.
Billing & claims
Invoices and claims for Support at Home, NDIS and private clients at the right rates, synced to Xero or MYOB.
Client intake & enquiries
Online enquiry forms, intake checklists and new client set-up without retyping the same details.
Carer recruitment
Job applications, screening steps, document uploads and onboarding checklists for new carers.
03The systems
The big ones
Your whole home care service, on one system.
These are the systems home care providers ask us about most. Each one works on its own. They get properly clever when they're joined up.
Carer rostering
Rosters that make sense and cover that finds itself.
Build rosters by area, client and carer with travel time worked out for you. When someone calls in sick the shift goes out to suitable carers nearby and the first yes fills the gap.
- Recurring visits and runs by area
- Drag-and-drop roster board
- Availability and leave on one calendar
- Sick calls turned into shift offers
- Matching by skills and preferences
- Continuity of carer tracked
- Travel time between visits
- Clash and overtime warnings
- Blocks carers with expired checks
- Changes pushed to phones instantly
Carer app & visit notes
Everything a carer needs, right at the front door.
Carers see today's run, how to get in, what the client needs and what happened last visit. They clock on, tick off tasks and write notes before they leave, even with no reception.
- Today's run with maps
- Access notes and key safe codes
- Clock on and off with location checks
- Task checklists from the care plan
- Visit notes with quick picks
- Medication prompts
- Works offline and syncs later
- Photos for incidents and wounds
- Last visit's notes at a glance
- Message the office without a group chat
Family updates
Families in the loop without ringing the office.
A simple portal shows families who's coming and when, plus the notes the client is happy to share. Changes send a text automatically so nobody's surprised by a new face at the door.
- Upcoming visits and carer names
- Shared visit notes by permission
- SMS when a carer changes
- Visit done notifications
- Messages to the coordinator
- Multiple family members per client
- Client controls what's shared
- Feedback and compliments logged
Compliance & incidents
Audit-ready every day, not just audit week.
Every carer's checks, training and documents live in one place with reminders before anything expires. Incidents, complaints and follow-ups are recorded properly so you can show what happened and what you did about it.
- Police checks and worker screening
- First aid and manual handling
- Licence, rego and car insurance
- Expiry alerts for carers and office
- Rostering blocked when out of date
- Training records and refreshers
- Incident reports with photos
- Escalation and follow-up actions
- Complaints and feedback register
- Reports ready for auditors
Billing & payroll
Visits in. Invoices and timesheets out.
Verified visits become invoices and claims at the right rate for each funding type, plus timesheets with travel and award rules already applied. Nobody types the week in twice.
- Support at Home, NDIS and private rates
- Claims prepared from verified visits
- Invoices synced to Xero or MYOB
- Client budgets and spend tracked
- Timesheets from clock-on data
- Travel time and kilometres included
- SCHADS award rules applied
- Exports to your payroll system
- Exceptions flagged for review
04How it changes
Before and after
A sick carer morning, wolloped.
Here's how a 5.45am sick call could change. Every home care provider runs differently, so we map yours first.
Before
- Carer texts in sick before dawn
- Coordinator rings down a list of carers half asleep
- Spreadsheet updated by hand once someone says yes
- Client waits with no idea who's coming
- Family rings the office at 9am to check
- Notes from the visit turn up on paper next week
After
- Carer marks themselves sick in the app
- Shift offered to suitable carers nearby
- First to accept gets it and the roster updates itself
- Client and family get a text with the new name
- Visit done notification lands when they clock off
- Notes are in the system before the carer leaves
05Services
Everything under one roof
Software, websites and systems for home care providers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for home care providers
Built around how your home care provider actually runs: carer rostering, cover & shift offers and the admin in between, in one system you own.
Websites for home care providers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Home care provider system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for home care providers
Carer app and visit notes & checklists: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect ShiftCare, Lumary and AlayaCare so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your home care provider, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside care platforms you're happy with or replace the ones holding you back.
- ShiftCare
- Lumary
- AlayaCare
- Brevity
- CareMaster
- Deputy
- Employment Hero
- Xero
- MYOB
- Microsoft 365
- Google Workspace
- Twilio SMS
- Stripe
- Google Maps
- PRODA
- NDIS myplace
- Google Business Profile
- Mailchimp
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your home care provider: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your coordinators, ride along on a run and listen to the office phones, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your clients, carers, funding types, rosters, notes, compliance, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, like rostering or visit notes, so you get a win quickly.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things home care providers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can carers clock on at the client's home?
Yes. Carers clock on and off from their phone with a location check, so you have accurate visit times for billing, payroll and your records.
Does the carer app work without phone reception?
Yes. Plenty of clients live where reception is patchy. Notes and checklists save on the phone and sync as soon as there's signal again.
Can it handle Support at Home, NDIS and private clients together?
Yes. Each client has their own funding type and rates. Verified visits turn into the right invoices and claims for each one so nothing gets re-keyed.
What can families actually see?
Only what the client agrees to share. Usually that's upcoming visits, carer names and selected notes. Access is set per family member and can be changed any time.
We already use ShiftCare or another platform. Do we have to switch?
No. If your current platform is doing its job we build around it, adding the family portal, matching, compliance or reporting it doesn't do well. If it's holding you back we'll show you what replacing it would involve before anything changes.
Is client information kept secure?
Yes. Access is controlled by role so carers only see their own clients. Everything is hosted on our managed servers, kept updated and backed up.
How much does a home care system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like a family portal or compliance tracker can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most home care providers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a home care provider problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.