Care Service Manager covers the full operational lifecycle of a domiciliary care agency: staff management, care delivery, compliance, payroll, recruitment, and referrals, all manageable from the front end without needing wp-admin access.

It's built around three purpose-designed portals: a public access hub, a ten-tab staff portal, and an eleven-tab management portal, supported by eight drop-in extensions that can be added without changing the core plugin.

Access & Portal Architecture

Smart routing means every visitor lands on the right screen automatically.

Portal	Description
Access Portal	A public-facing gateway hub with smart routing: management users see the management portal, care workers see the staff portal, and public visitors see a welcome hub with a login form and services overview.
Staff Portal	A ten-tab staff portal covering My Profile, My Rota (a fourteen-day scrollable calendar), Day Diary, Training & Qualifications, Leave & Absences, Supervision, Appraisals, Care Reports, eMAR, and Report Incident.
Management Portal	An eleven-tab management portal covering the Dashboard, Clients, Care Workers, Shifts, Care Diary, GPS Visits, HR & Onboarding, Team Meetings, Lessons Learned, Audits & Compliance, and Invoices.

Staff & User Management

A complete admin interface that doesn't require any WordPress admin skills.

All Users List

Colour-coded role badges across 12 CSM roles, linked care worker profiles, last login times, active or suspended status, and search and filter tools.

Add & Edit Users

Auto-generated usernames, a strong password generator, a visual role selection grid, and the option to send a welcome email with login credentials.

Role Matrix & Stats

A live capability matrix grouped by Clients, Compliance, Finance, and Admin, with an overview of total, active, and suspended users, plus a recent logins table.

Administrator Registered Manager Nominated Individual Deputy Manager Office Manager Office Admin Care Coordinator Senior Care Worker Care Worker Placement Buddy IT Assistant Volunteer

Recruitment & Referrals

Two purpose-built forms that turn enquiries into structured records, ready to action.

Job Application Wizard

A three-step process covering position selection, full personal details, and availability in step one; employment history, qualifications, right-to-work checks, and CV upload in step two; and referee details, declarations, and a draw-your-signature pad in step three. Applications progress along an admin pipeline from New to Under Review, Interview Invited, Offer Made, or Unsuccessful.

Referral Form

A single-page form capturing referrer details, individual needs, urgency, funding source, and next of kin details, with document upload and a GDPR-compliant signature. Urgent referrals are automatically flagged in the admin notification email. Referrals progress along a pipeline from New to Referrer Contacted, Assessment Scheduled, Service Active, or Closed.

Safeguarding & Incident Reporting

An interactive body map that makes recording and reviewing injuries fast and accurate.

Interactive SVG Body Map: Full front and back views for male and female figures, with a gender toggle and pixel-accurate marker placement on any screen size.
8 Injury Types: Bruise, cut, burn, abrasion, swelling, redness, suspected fracture, and other or unknown, each colour-coded for quick reference.
Injury Log: Every marker records injury type and optional notes in a live log table alongside the figures.
Admin Display: The saved body map renders as a read-only overlay in the incident report detail view, showing markers at their exact recorded positions.
Clean by Default: The body map widget only appears in the Report Incident tab when injuries are indicated, keeping the form simple for non-injury reports.

UK Payroll Extension

Full HMRC-compliant payroll, built specifically for care agencies.

PAYE is calculated using the tables method, with support for tax codes L, K, BR, D0, D1, NT, and 0T. National Insurance is handled across all employee categories with correct threshold calculations, and all rates are stored in configurable settings ready for annual uprating.

The pay run workflow takes employees from selection to calculation, review, and confirmation. On confirmation, the system automatically submits a Full Payment Submission to HMRC, with an Employer Payment Summary generated when an employee leaves. Pension auto-enrolment is built in, along with in-browser PDF payslips, P60s, and P45s.

8 Drop-in Extensions

Additional capability that plugs straight in, without touching the core system.

HR & Onboarding

Onboarding task pipelines, caregiver checklists, and training record management, integrated into the HR tab of the management portal.

Audits & Compliance

A CQC framework audit tool with five key questions, quality statements, ratings, and compliance statuses.

Staff Development

Supervision, appraisals, peer observation, team meetings, lessons learned, and staff reflections, all accessible from the staff portal.

Domiciliary Care & GPS

Visit documentation with GPS check-in and check-out using geofencing, plus task and wellbeing tracking.

Front-End Management Portal

The full eleven-tab management portal, with new tabs addable by any extension without touching the core code.

Invoicing & Billing

Sequential invoice numbering, auto-calculated from shift data, with in-browser PDF invoices.

Terms & Conditions Gate

Wraps the staff and management portals, staff reflections, and booking form behind a configurable terms acceptance wall.

UK Payroll

Full HMRC RTI payroll: PAYE, National Insurance, pension auto-enrolment, and FPS and EPS submissions.

Who It's For: Domiciliary care agencies wanting a single system for staff, care, and payroll · Providers who need HMRC-compliant payroll without a separate system · Agencies managing recruitment and referral pipelines alongside daily care delivery

Why Care Service Manager Is Different

Care Service Manager is a WordPress plugin, not a subscription SaaS product. That changes what you own, what you pay, and who controls your data.

You Own Your Data

Care Service Manager runs on your own WordPress hosting. Your care records, rota, payroll data, and staff information stay on your server, under your control. No third party can hold your data hostage or cut off your access.

One-Off Payment

No monthly subscription, no per-user fees, no price hikes. You buy Care Service Manager once and it is yours. Ideal for domiciliary agencies watching every penny, especially start-ups and smaller services.

Built on WordPress

WordPress powers over 40% of the internet. Your software runs on a mature, secure, constantly updated platform with a worldwide developer community. You are not relying on a small startup that could disappear.

Front End Only

Staff and managers never see the WordPress admin area. All three portals run entirely from the front end. If you can use a website, you can use Care Service Manager. No technical knowledge required.

Privacy by Design

Your data stays on your hosting. We do not have access to your care records, payroll data, or service users' information. No data harvesting, no advertising tracking. GDPR compliance is built in.

Independence & Control

You are not tied to us for the life of your service. You can manage your system independently, add extensions as your agency grows, and configure workflows to match how your service actually operates.

Built-In Backups

WordPress has a mature backup ecosystem. We help you set up automated backups so your data is always safe and restorable in minutes. No relying on a SaaS provider to recover your data for you.

UK-Based Support & Implementation

Our team in Cheadle, Staffordshire, installs and configures Care Service Manager for your agency, migrates your existing data, trains your staff, and is on hand for go-live. Ongoing support from people who understand UK domiciliary care.

Care Service Manager

At a Glance