HR software for care services, with every carer’s checks on file.
Recruitment checks, DBS, mandatory training, right to work and each carer’s Schedule 3 checks on their file, with renewals reminded and right to work checked every night. Rotas won’t give a shift to a carer whose rota-critical training has lapsed: the Care pack marks moving and handling, emergency first aid and medication for you.
14 days free · no card needed
Staff file · Ana Costa
Care assistant · Hillside · Schedule 3 checks
Enhanced DBS with barred list Seen 4 Mar
Two references, one from last care employer Both in
Full employment history, gaps explained Complete
Right to work Follow-up due 1 Nov
Moving and handling Expires in 12 days
4 of 5 in order
What keeps care managers up at night
-
“Is everyone’s DBS and training in date?”
Tracked for every role
Renewals are reminded weeks ahead, and the course can be booked from the same screen.
Training and checks -
“Did we put an unchecked carer on shift?”
The rota refuses the shift
A lapsed course marked as needed for the rota stops the shift, and so can a lapsed right to work once you switch it on. Cover is suggested.
Rota and shifts -
“Our overseas carers’ visas”
Sponsor duties, counted
Going rates, follow-up checks and the 10-working-day reports, drafted from your records.
Sponsor-licence holders -
“Holiday for irregular hours”
Worked out from the hours
Accrual for irregular-hours and part-year workers, with the calculation shown to staff.
Leave and absence
Inspection day
“Can I see the staff files?” Yes.
Each carer’s Schedule 3 checks are recorded on their file, the training matrix can be downloaded as it stood on any day, and for a Home Office sponsor visit the inspection pack builds a checked ZIP of your sponsored workers’ records.
AI Upload a pile of training certificates and, with AI switched on, Kivo reads each course and its dates for you to confirm. AI in KivoHR
Training matrix · Hillside
ExampleCare staff use the app
Carers clock in on their phone, or at the door.
They see their rota, swap shifts and book holiday from the KivoHR app. A clock-in away from the home is flagged for a manager by default; you choose whether it should stop the clock instead.
Thursday 5 November
Hi, Ana
Today’s shift
08:00–16:00
Hillside You're here
Clock in
Next shifts
Fri 6 Nov08:00–16:00
Sat 7 Nov14:00–22:00
Moving and handling: renew in 12 days
Care: common questions
Does KivoHR replace our care planning system?
No. KivoHR is the HR side: staff, checks, training, rotas, clocking and leave. It sits beside your care planning system.
Does it cover what the CQC asks for staff?
It records the Schedule 3 checks for each person on their file, with renewals reminded and the training matrix as it stood on any day. How you meet the regulations stays your judgement.
We sponsor overseas carers. Is that covered?
Yes. The sponsor tools are included on every plan: going rates, reporting deadlines and sponsor files.
Carers’ checks on file, before the inspector asks.
14 days free, no card needed.