Client Handbook — CareCall AI
CareCall AI — Client Handbook
A step-by-step guide for care home managers and domiciliary care providers.
Getting Started
Signing Up
Visit the CareCall AI app and click "Sign Up". Enter your email address and create a password. You will receive a verification email — click the link to activate your account.
Setting Up Your Organisation
After your first login, you will be asked to create your organisation. Enter your care company name and a URL-friendly slug will be generated automatically. This creates your isolated workspace where all your data is stored securely.
Adding Staff
Navigate to the Staff section to add team members. Enter their name, email, role, and area. Staff can then be assigned to shifts, training courses, and supervision schedules.
Mobile App
CareCall AI is available as a mobile app for iOS and Android. Staff can download it from the App Store or Google Play. The mobile app allows care logging, rota viewing, and communication on the go.
Managing Staff
Staff Profiles
Each staff member has a profile with personal details, contract information, training records, and HR documents. Keep profiles up to date for compliance purposes.
Rota Management
The Rota page shows a weekly view of all shifts across your areas. You can create shift types, build base templates, and deploy patterns to fill rotas quickly. Blank shifts are generated automatically.
Shift Patterns
Create repeating shift patterns (e.g., Week 1 / Week 2 rotations) and deploy them across date ranges. The system matches blank shifts and assigns staff automatically.
Leave & Sickness
Staff can request leave through the app. Managers review and approve requests. Sickness records are tracked separately for Bradford Factor monitoring.
Supervision
RISCA Regulation 36 requires staff supervision every 12 weeks. CareCall AI tracks supervision dates and alerts you when supervisions are due. Record supervision notes directly in the system.
Service Users
Adding Service Users
Navigate to Service Users and click "Add New". Enter personal details, emergency contact, medical information, and care requirements. Each service user gets a comprehensive digital care plan.
Care Plans
Care plans include: personal information, emergency contacts, medical history, what matters to the person, communication needs, risk assessments, and person-centred call plans. All sections are available in both English and Welsh.
Bilingual Support
Toggle between English and Welsh using the language switcher on the care plan page. Section headings and labels switch instantly. Use the "Translate to Cymraeg" button to AI-translate all user-entered content.
PDF Export
Download care plans as professional PDF documents in either English or Welsh. These can be printed for care files or shared with families and inspectors.
Care Logging
Daily Care Logs
Staff record care activities during each visit. The care log form is customisable per service user. Standard fields include: activities completed, mood, food/fluid intake, medication, and notes.
Body Map
Use the interactive body map to record injuries, skin conditions, or areas of concern. Mark locations on front and back views with descriptions.
Healthcare Logs
For clinical observations, use healthcare logs to record blood pressure, temperature, blood sugar, weight, and other vital signs.
eMAR
The electronic Medication Administration Record tracks every medication dose. Staff confirm administration at the point of care. Missed doses, refusals, and PRN medications are all recorded.
Training
Training Matrix
The training matrix shows all staff against required training courses. Track who has completed what, when certificates expire, and which training is overdue.
AI Course Builder
Create training courses using AI. Provide a topic and the AI generates a full course with modules, lessons, and assessment questions. Courses can include links to official YouTube training videos.
Certificates
Upload training certificates for each staff member. The system tracks expiry dates and alerts you before certificates lapse.
Invoicing
Creating Invoices
Navigate to Invoicing to create invoices for clients. Select a client, date range, and the system calculates hours from shift data. Add custom line items, apply rates, and generate professional PDF invoices.
Recurring Invoices
Set up recurring invoices for regular clients. Choose weekly, fortnightly, or monthly frequency. The system auto-generates invoices on schedule.
Payments
Record payments against invoices. Track outstanding balances and send payment reminders.
Payroll
Calculate staff payroll from shift data. The system totals hours, applies rates, and accounts for overtime, bank holidays, and deductions.
Compliance
CIW Dashboard
The Compliance page provides forms for each CIW/RISCA regulation. Each form includes built-in guidance explaining what the regulation requires and what evidence inspectors look for.
Regulation Filing
Complete regulation forms with your evidence and notes. The system stores a history of submissions so you can demonstrate continuous compliance improvement.
Safeguarding
Report safeguarding incidents through structured forms. Include body maps, witness information, actions taken, and follow-up plans. All reports are timestamped and auditable.
Audit Trail
CareCall AI maintains a full audit trail of all actions. Every care log, medication administration, and staff change is recorded with timestamps and user attribution.
Need help getting started?
Contact our support team or book a personalised demo.