CareMaSym Docs
Short, practical walkthroughs for the tasks your team does every day — from the rota to medication to payroll.
In Rota Builder use New schedule for a care visit and New shift for a carer’s duty block. Resolve unassigned visits, overlaps, absence clashes and travel gaps, then Publish — carers get the week on mobile and it becomes payroll-ready.
A carer opens the visit, clocks in at the door (location stamped, opens 10 minutes before the start), works through the tasks and care notes, then clocks out. Quick cover lets them start an ad-hoc visit for a client they already serve.
On the visit’s medication area, every one of the day’s doses shows. Record an outcome against the 6 Rights; giving a dose outside its band (e.g. an afternoon dose in the morning) warns “Medication for the {band}” and requires a reason, saved to the record.
On the service user’s profile, Mark away for a hospital stay, holiday or respite. Keep “Block visits” on to stop carers starting a visit while away; a badge shows on the client list and the profile. Mark returned when they’re back.
In Team, invite someone as Family or Auditor and pick the exact service users they may see. Family get a mobile view of their person’s visits, care plan, medication and notes plus messaging; auditors get scoped read-only reports. Every access grant is audited.
If carers delivered care but didn’t clock in, those visits show as missed. On Reports → Open Exceptions, a manager can bulk-reconcile the period’s missed visits (with an assigned carer) to completed — audit-logged — so the figures reflect reality.
In Payroll → Staff finance mapping, set each carer’s hourly rate (in pounds, e.g. 14.50). Published shifts and reconciled visits feed payroll readiness and the AccountGrade export; those rates also drive the real staff-cost figure on the Reports finance tab.
The Help Center has more answers, and the team is happy to help with setup or migration — just get in touch.