Nobody stays on the wrong care system because they love it. They stay because moving sounds like a month of evenings, a setup invoice and a fortnight of chaos. So we removed all three: you send us your export, we rebuild your entire agency inside Carelo, and you check it against your old screen before a single visit runs on it. Your data is yours — UK GDPR says so — and moving it costs you nothing.
No Setup Fee, EverWe Do The Work, Not YouVerified Before Go-LiveDays, Not Months
£0 To MoveNo setup fee, no onboarding fee, no data-extraction charge.
We Do The TypingYour team keeps delivering care while we build your company.
You Sign It OffNothing goes live until you have checked it, count for count.
Your Old System Stays UpRun both in parallel for as long as you want the safety net.
Five Steps, Zero Drama
How The Free Switch Actually Works.
Every agency is a different size, so we will not pretend to know your exact date. What we can promise is the shape of it: you spend an hour or two in total, we spend the rest, and you decide when it becomes real.
1
Step One
Share Your Data
Request your export from your current provider — under UK GDPR your data must be handed to you. Spreadsheets and paper lists are equally welcome.
We map their columns onto your new Carelo company and load it — including the parts most migrations skip, like geocoding every address for maps and GPS zones.
People, addresses, regions and runs
Medications with administration times
Weekly repeating schedules, rebuilt properly
3
Step Three
You Verify, Side By Side
Everything lands in your own company first, with nobody depending on it. We go through it with you against your old screen — eighty clients in, eighty clients out.
Counts checked line by line, together
Spot-check a week of the rota before you trust it
Nothing is live until you say the word
4
Step Four
Run Both, Then Go Live
Keep your old system running as long as you like. When you are ready, pick a clean Monday: carers get their setup codes, families get their invitations, and the future runs in Carelo.
Parallel run for as long as you want the safety net
Carer app codes and family invites issued from the office
Your old export stays archived and read-only
5
Step Five
Supported, Not Abandoned
Go-live is where most providers stop talking to you. We stay: training your office, answering the awkward first-fortnight questions, and adding what your managers ask for.
Office training and carer-app rollout help
Knowledge Centre and User Manual inside the app
A real person who knows your company
The Inventory
What Moves With You.
Not a thin import of names and phone numbers. We rebuild the working agency — the parts your office touches every hour of every day.
Service Users
Names, dates of birth, NHS and care identifiers, contact details, next of kin, GP and pharmacy — the full personal record.
Carers And Office Staff
Your whole team with contact details, right-to-work and DBS fields, travel type and the office logins to go with them.
Weekly Schedules
Repeating visits rebuilt as real Carelo appointments — days, times, durations, double-handed calls, runs and regions.
Medications
Each medicine with its administration times and mandatory levels, ready for eMAR on the carer's phone from day one.
Addresses, Geocoded
Every care address converted to coordinates so the Care Map, travel times and GPS check-in zones work immediately.
Care Documents
Care plans, risk assessments and consent forms re-uploaded onto each service user's record with their review cycles.
Funders And Rates
Who pays for whom — local authority, ICB, private or mixed — so invoicing works the way it did before, on day one.
Compliance History
Training records, supervision and appraisal dates loaded so the Matrix shows what is due, not a blank first quarter.
Service Users — the full personal record
Schedules — rebuilt as real repeating weeks
Medications — with administration times
Care Documents — with review cycles
What Deliberately Stays Behind — And Why That Is Right
Historic visit logs and old MAR signatures stay in your archived export, kept read-only. That is normal practice for every system switch in this sector, and it is the honest answer: a signature captured in another company's system belongs in that system's evidence trail, not re-typed into ours. Your history stays intact and available; your future starts clean. If an inspector asks for last year, you show the archive — exactly as you would have done anyway.
Zero Risk By Design
You Do Not Have To Turn Anything Off To Try Us.
The fear is never the software — it is the morning after. So the switch is built so that there is no cliff edge to fall off. Your current system keeps running exactly as it is, untouched, while Carelo is built and checked beside it. If you never pressed go, nothing would have changed.
Our plain promise: we will tell you if migrating is a bad idea for your agency this month. If your data is in a state that needs cleaning first, or a contract runs to December, we will say so and wait. We would rather have you as a customer next quarter than as a bad experience this one.
Run both systems side by side for as long as you want. Two screens for a fortnight is a small price for a calm switch.
Checked, Not Assumed
We do not hand you a loaded database and wish you luck. We sit with you and count it against your old screen.
Nothing Overwritten
Your old system is read from, never written to. Your archived export stays exactly as your provider gave it to you.
You Pick The Monday
Go-live is your decision and your date — after a quiet weekend, never in the middle of an inspection week.
Training Included
Office training, carer-app rollout help, the in-app Knowledge Centre and a full User Manual — at no extra cost.
Support That Answers
A real person who knows your company by name, not a ticket number in a queue behind a thousand care homes.
The Cost Of Doing Nothing
The Move Is Free. The Staying Is What Costs.
Take a thirty-five-carer agency as an example. Entry pricing elsewhere commonly starts around £250 a month before per-client charges are added — and per-client charges are exactly the ones that grow every time you win work.
Staying Put
£2,500+ a year, typically
Around £250 a month before per-client charges, paid seats for extra office staff, and a family portal quoted as an extra. Rising with every new client you take on.
Carelo
£1,071 a year, paid yearly (+VAT)
The ≤50 active-carer band at £119 a month, less the 25% yearly discount. Unlimited service users, unlimited named office logins and the family app included.
Carelo + AI
£1,782 a year, paid yearly (+VAT)
Everything above plus the Carelo AI co-worker at £79 a month — rota planning, drafted paperwork and gap-spotting, with a spending limit you set.
Illustrative only: your band depends on your number of ACTIVE carers, not your number of clients. Bands run £59 / £89 / £119 / £169 / £249 per month +VAT for ≤15, ≤30, ≤50, ≤100 and unlimited carers, with the optional AI add-on at £39 / £59 / £79 / £99 / £119. Every band includes unlimited service users, unlimited office logins and the family app. See the full pricing →
Before You Ask
The Questions Every Manager Asks Us First.
Straight answers, including the ones that are not entirely in our favour.
Is my provider allowed to withhold my data?
No. Under UK GDPR the personal data you hold about your clients and staff is yours to obtain and to move, and providers must supply it in a usable format. If yours drags its feet, ask in writing for a full export of your data and keep the request on file — it usually arrives promptly after that.
How long does the whole thing take?
Days rather than months, for a typical domiciliary agency. The honest variable is not our side, it is how quickly your current provider releases your export and how tidy the data is when it arrives. We will give you a realistic date once we have seen the files — not before.
What if my data is a mess of spreadsheets?
That is extremely common, and it is fine. Spreadsheets, exports and even printed client lists all work. We will tell you honestly which parts we can load automatically and which we will need to tidy with you first, before anyone promises you a date.
Do my carers need new phones?
No. The Carelo app is free on iPhone and Android and runs on the phone the carer already carries. Your office issues a one-time setup code, the carer chooses their own six-digit PIN, and that device is authorised. If they leave, you revoke it from the office.
Will families lose their existing access?
Families get the Carelo family app, free, on every plan — schedule, visit notes, medication log, incidents, body maps and care documents for their own person only. You invite them from the service user's profile, so you control who sees what and can revoke it at any time.
What does it cost if we decide to leave you later?
Nothing. Your data stays yours the whole time you are with us, and we will export it for you on request — the same right we ask your current provider to honour. A company that has to trap customers has already lost the argument about its software.
One Conversation, And We Take It From There.
Twenty minutes to see the software against your hardest morning, and a straight answer about what moving your agency would actually involve. If it is not the right month for you, we will say so. If it is, the migration starts the moment you send the export — and it costs you nothing.
Free migration · No setup fee · Your old system stays running · You pick go-live day
