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A comprehensive management system for UK regulated care providers, covering domiciliary care, supported living, and residential care. Full operational lifecycle from staff recruitment and client referrals through to care delivery, compliance, payroll, and CQC reporting, entirely from the front end.
Care Service Manager (CSM) is a comprehensive WordPress plugin designed specifically for UK regulated care providers. It manages the full operational lifecycle of a care organisation: from staff recruitment and client referrals through to care delivery, compliance, payroll, and CQC reporting, entirely from the front end of your WordPress website.
CSM is configured for the specific type or types of care your organisation provides, with distinct terminology, workflows, and CQC requirements for each. It is built around three purpose-designed portals: a public access hub, a ten-tab staff portal, and a 28-section management portal, supported by eight drop-in extensions that can be added without changing the core plugin.
The scale of what comes built in.
CSM is configured for the specific type of care your organisation provides, with distinct terminology, workflows, and CQC requirements for each.
Care delivered in a person's own home. Uses GPS-verified visits, eMAR for medication, and hourly scheduling. Includes client care plans, care worker rota management, and visit verification.
Support for people living in their own tenancy. Features keyworker sessions, independence goals, tenancy support, and crisis plans. Terminology adapts automatically: "Client" becomes "Tenant", "Care Worker" becomes "Support Worker".
Care in a care home setting. Includes room management, dependency scoring, activities, nutrition monitoring, and nursing care. Full CQC alignment with the five key questions and quality statement evidence tracking.
A five-step Service Type Setup Wizard configures the system for your care service or combination of services, including your CQC Provider ID, registered manager details, service user bands, regulated activities, and custom terminology.
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. Configurable with your organisation name, tagline, and referral and recruitment page URLs. |
| Staff Portal | A ten-tab mobile-friendly portal for care workers: My Profile, My Rota (a 14-day scrollable calendar), Daily Notes, Training & Qualifications, Leave & Absences, Supervision, Appraisals, Care Reports (eMAR), and Report Incident. Opens to a home grid of app-style icons. |
| Management Portal | A 28-section management portal for managers, coordinators, and office staff: Dashboard, Care Reviews (Clients), Care Workers, Appointments (Shifts), Daily Notes (Care Diary), Time Clock (GPS Visits), HR & Onboarding, Staff Development, Quality Assurance (Audits & Compliance), Billing (Invoicing), and Service Setup, with additional sections available through extensions. |
The day-to-day interface for care workers and support workers. Mobile-friendly, with voice input throughout.
Personal details, contact information, linked caregiver profile, employment start date, and current role. Staff can update their profile picture and contact details.
A 14-day scrollable calendar strip showing upcoming shifts and care calls. Tap any day to see visits scheduled, including client name, address, time, and duration. A "Today" badge highlights the current date.
A personal diary for recording reflections, observations, and notes from the working day. Each entry is date-stamped and stored privately. Voice input is available for hands-free dictation.
All mandatory and optional training records, including completion dates, expiry dates, and certificate attachments. Training that is due or overdue is automatically flagged.
A colour-coded leave balance card showing entitlement, days taken, and remaining balance. Staff submit leave requests with start date, end date, leave type, and a note for the manager. Request history shows status: Pending, Approved, or Declined.
Supervision session records including date, duration, topics discussed, and actions agreed. Annual and probationary appraisal records with performance ratings, development objectives, and reviewer notes.
Electronic Medication Administration Records. Select the client, tick each medication as given. Refused or missed medications require a reason code. All records are time-stamped and permanent.
A structured incident report form with the interactive body map for recording injuries. Submitted reports are immediately visible to management.
The operational hub for managers, coordinators, and office staff. 28 sections covering the full care operation.
Summary cards showing counts of new referrals, new job applications, pending incidents, active clients, active staff, and upcoming shifts. Cards with outstanding items are highlighted and link through to the relevant section.
A searchable, filterable list of all clients. Click a client to view their full profile: personal details, address, GP details, next of kin, service type, assigned care worker, care plan, and care history.
A searchable list of all care worker profiles. Each profile includes employment details, qualifications, DBS status, driving licence, availability grid, employment history, and the linked WordPress user account.
Create and manage care calls, support sessions, or shifts. Assign a client, a care worker, a date, time, and duration. The management view of all care diary entries can be filtered by date range, staff member, or client.
GPS-verified visit records showing check-in and check-out coordinates, timing, geofenced location verification, and duration. Late arrivals and short visits are flagged automatically.
Onboarding checklists tracking essential pre-employment checks: DBS, references, right-to-work, and contract signing. Training records show compliance with mandatory training requirements.
Team meeting minutes, lessons-learned records, peer observations, and staff reflection logs. Evidence continuous improvement and staff learning: a key quality assurance strand for CQC inspections.
CQC framework audit records assessed against the five key questions: Safe, Effective, Caring, Responsive, and Well-led. Each audit records evidence, ratings, actions arising, and responsible person. Tracks compliance over time.
Invoice management for client billing. Invoices are auto-calculated from shift data and can be reviewed, adjusted, and exported as PDF before sending. Statuses: Draft, Sent, Paid, and Overdue.
The five-step service type configuration wizard. Return here at any time to update your CQC details, service user bands, regulated activities, or terminology as your service evolves.
Operate multiple offices or branches from a single installation, each with its own management team and data.
Full oversight across every location. Sees all locations and can switch between them using the location switcher bar in the Management Portal. Can also view an "All Locations" combined view across the whole organisation.
Assigned to one or more specific locations. Only sees that location's clients, staff, shifts, and reports. If assigned to multiple locations, can switch between their allowed locations only.
Each location has its own name, CQC Location ID, address, phone, a colour chosen from 12 options to visually distinguish it throughout the portal, registered manager, and deputy. Staff and clients are assigned to locations individually, with data automatically filtered throughout the portal.
A pill-button switcher bar appears at the top of the Management Portal when multiple locations are active. The selected location is saved per user and persists across sessions. All portal views are automatically filtered accordingly.
Dictate care notes, incident reports, diary entries, and form responses using your device microphone. No typing required.
Voice input uses the browser's built-in Web Speech API, with no additional API subscription or cost. A microphone button appears beneath text fields throughout the portals and forms. Tap to start, speak clearly, and your words appear as a live preview before being added to the text field in real time.
English (UK) is the default, with English (US), Welsh, Polish, Urdu, Punjabi, Arabic, and Romanian also available. The language selector is remembered per device, so each staff member can have their own preferred language.
Full support on Chrome (desktop and Android), Microsoft Edge, and Safari (iOS 14.5+ and macOS). Firefox shows a "not supported" notice with typing still available. The administrator can enable or disable voice input globally.
In Chrome and Edge, audio is processed by Google or Microsoft's servers respectively. In recent Safari versions, processing happens on-device. Staff can always type instead, and the feature can be disabled by the administrator.
A complete admin interface that does not require any WordPress admin skills.
Colour-coded role badges across 12 CSM roles, linked care worker profiles, last login times, active or suspended status, and quick action buttons: Edit, Suspend or Activate, Reset Password, and Delete.
Auto-generated usernames, a strong password generator with a regenerate button, a visual role selection grid, and the option to send a welcome email with login credentials. Link to an existing care worker profile or auto-create one.
A live capability matrix grouped by Clients and Care, Compliance, Finance, and Administration, with an overview of total, active, and suspended users, plus a recent logins table.
Suspension takes effect immediately. The user cannot log in and receives a clear message directing them to contact their manager. All data is preserved. Use suspension when a staff member leaves or an account is under investigation.
Two purpose-built forms that turn enquiries into structured records, ready to action.
A three-step public form. Step one covers position selection from 10 roles (Care Worker, Registered Manager, Deputy Manager, Care Coordinator, Support Worker, Cleaner, Admin, Apprentice, Trainer, or Other), full personal details, UK address, and a 7-day availability grid with From and To times per day. Step two captures repeatable employment history, education and qualifications, NI number, driving licence, right-to-work, DBS Update Service, and CV upload. Step three collects two referees, a full declaration, and a draw-your-signature pad. Applications progress along an admin pipeline: New, Under Review, Interview Invited, Offer Made, or Unsuccessful.
When an application is set to "Offer Made", a one-click panel creates a care worker profile automatically from the application data: name, contact details, address, NI number, driving licence, DBS status, availability, employment history, education, and CV. An option to also create a Staff Portal login and email credentials to the new staff member is included.
A single-page public form capturing referrer details (name, email, phone, organisation, and role), the individual's details and needs, 9 service checkboxes for the services required, urgency level (Routine, Within 2 Weeks, or Urgent within 48 Hours), funding source (Self-funded, Local Authority, NHS Continuing Healthcare, Direct Payment, or Not yet known), existing care in place, next of kin, supporting document upload (PDF, DOC, JPG, or PNG up to 16MB), and a GDPR-compliant signature. Urgent referrals trigger a flag in the admin notification email and are highlighted in red in the referrals list. Referrals progress along a pipeline: New, Referrer Contacted, Assessment Scheduled, Service Active, or Closed / Not Proceeding.
A public-facing enquiry form for general care enquiries, placed on any page via shortcode. Visitors can submit questions about services without needing to log in. Submissions send a notification email to the administrative team.
A reflective accounts form for care workers, gated behind a terms and conditions acceptance wall. Staff can submit reflective practice accounts directly from their device, supporting continuous professional development and CQC evidence requirements.
An interactive body map that makes recording and reviewing injuries fast and accurate.
Built around the CQC Single Assessment Framework (2023) and its five key questions.
Are people protected from abuse and avoidable harm? Eight quality statements including safeguarding, safe environments, and medicines optimisation.
Does people's care achieve good outcomes? Six statements including assessing needs, evidence-based care, nutrition, and consent.
Do staff treat people with compassion, kindness, dignity, and respect? Five statements including dignity, independence, and wellbeing.
Are services organised to meet people's needs? Five statements including person-centred care, continuity, and complaints.
Does leadership assure high-quality, person-centred care? Seven statements including governance, freedom to speak up, and learning.
Each audit records evidence, ratings, actions arising, and responsible person. Compliance is tracked over time, giving you a clear picture for inspections and continuous improvement.
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 employee categories A, B, C, H, M, X, and Z, with employer NI calculated automatically. All rates and thresholds are stored in configurable settings ready for annual uprating after the budget on 6 April.
The pay run workflow takes employees from selection to calculation, review, and confirmation. On confirmation, the system automatically submits a Full Payment Submission (FPS) to HMRC via RTI. An Employer Payment Summary (EPS) is generated when an employee leaves. An RTI Submissions log shows the status of every submission: Pending, Submitted, Accepted, or Error.
Pension auto-enrolment is built in, along with in-browser PDF payslips accessible from the Staff Portal, P60s at year end, and P45s on leaving, automatically submitted to HMRC.
The 12 official CQC Service User Bands from the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, configured during the Service Setup Wizard.
| Service User Band | Who It Covers |
|---|---|
| Older adults (65+) | People aged 65 and over, including those with age-related conditions. |
| Younger adults (18 to 64) | Adults of working age requiring care or support. |
| Dementia | People living with dementia including Alzheimer's and vascular dementia. |
| Learning disabilities / ASD | People with learning disabilities, autism, or both. |
| Mental health conditions | People experiencing mental health problems. |
| Physical disabilities | People with physical disabilities or long-term physical conditions. |
| Sensory impairments | People with visual or hearing impairments. |
| Acquired brain injury | People affected by stroke, traumatic brain injury, or other brain injury. |
| Detained under MHA 1983 | People subject to compulsory detention or community treatment orders. |
| Adults who misuse substances | People affected by alcohol or drug dependency. |
| Eating disorders | People with anorexia, bulimia, or other eating disorders. |
| Carers | Unpaid carers who may need assessment and support in their caring role. |
Your CQC Provider ID and Location IDs can be found on the CQC's online register at cqc.org.uk. The service user bands and regulated activities in the setup wizard match the official CQC registration categories exactly.
Additional capability that plugs straight in, without touching the core system.
Onboarding task pipelines, caregiver checklists, and training record management, integrated into the HR section of the management portal.
Visit documentation with GPS check-in and check-out using geofencing, plus task and wellbeing tracking.
The full 28-section management portal, with new sections addable by any extension without touching the core code.
Sequential invoice numbering, auto-calculated from shift data, with in-browser PDF invoices and status tracking.
Wraps the staff and management portals, staff reflections, and booking form behind a configurable terms acceptance wall.
Full HMRC RTI payroll: PAYE, National Insurance, pension auto-enrolment, and FPS and EPS submissions with a submissions log.
Operate multiple offices or branches from a single installation, with Group and Location Manager access tiers and a location switcher bar.
Dictate notes and reports in 8 languages using the browser's Web Speech API. No subscription or additional cost. Administrator-controlled.
Seven shortcodes power the entire system: place each on a WordPress page to activate that portal or form.
| Shortcode | Purpose |
|---|---|
| [csm_staff_portal] | 10-tab staff portal for care workers and support workers. Login required. |
| [csm_management_portal] | 28-section management portal for managers, coordinators, and office staff. Login and role required. |
| [csm_access_portal] | Smart public gateway: routes logged-in users to their portal; shows login form and services grid to public visitors. Configurable with organisation name, tagline, and referral and recruitment URLs. |
| [csm_recruitment_form] | Three-step job application wizard. No login required. Submissions reviewed in Care Service, Recruitment. |
| [csm_referral_form] | Single-page referral form for social workers and families. No login required. |
| [csm_booking_form] | Public care enquiry form. No login required. Sends notification email to admin. |
| [csm_staff_reflections] | Reflective accounts for care workers. Terms and conditions gated. |
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.
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.
No monthly subscription, no per-user fees, no price hikes. You buy Care Service Manager once and it is yours. Ideal for care providers watching every penny, especially start-ups and smaller services.
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.
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.
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.
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.
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.
Our team in Cheadle, Staffordshire, installs and configures Care Service Manager for your service, migrates your existing data, trains your staff, and is on hand for go-live. Ongoing support from people who understand UK care.
One-off payment. No subscriptions, no per-user fees. Synergy members save 10%.
Full core system, installed on your WordPress site
Core system plus HMRC RTI payroll
Add features as your service grows
Early bird prices shown. Standard prices: CSM £799, CSM + Payroll £899, Extensions from £69. All prices exclude VAT. Synergy members receive an additional 10% discount. Early bird offer ends 30 September 2026. Installation and staff training is included with every licence.
Get in touch to discuss your service needs and see how Care Service Manager could fit your organisation.
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