Everything you need to know about Kalayus - CQC-compliant workforce management for UK care homes.
Implementation is typically completed within 1-2 weeks. We handle the entire setup process for you at no extra cost, including data migration, staff training, and configuration. Most care homes are fully operational within 7-10 business days from sign-up.
We provide comprehensive training included with every plan. Staff training is typically 1-2 hours and can be done remotely or on-site. Our team will train managers on all features and provide user guides for care staff. Ongoing support is available via email and phone.
No problem! We can import your existing roster data from Excel, CSV files, or most workforce management systems. Our team handles the data migration for you, ensuring all staff details, shifts, and historical data are transferred accurately. The migration process is included in your free implementation.
Yes! Kalayus is highly configurable. You can set your own handover requirements, staffing ratios, shift patterns, leave policies, and compliance thresholds. The Professional and Enterprise plans include dedicated support for custom configuration during onboarding.
Absolutely. Kalayus is hosted on secure, UK-based servers with enterprise-grade security. All data is encrypted in transit (SSL/TLS) and at rest. We're GDPR compliant and ISO 27001 certified. We never share your data with third parties, and you retain full ownership of all your data.
We retain all roster data, handover records, and compliance reports for 7 years as required by UK care home regulations. This ensures you have complete audit trails for CQC inspections. You can export your data at any time, and if you cancel, we provide a full data export in standard formats.
Yes, we can export timesheet and attendance data in formats compatible with most UK payroll systems (CSV, Excel, BACS formats). Professional and Enterprise plans include automated export scheduling. We're also working on direct integrations with major payroll providers - contact us to discuss your specific requirements.
Our system automatically tracks actual clock-in and clock-out times for all staff. It calculates the actual overlap between outgoing and incoming shifts, compares it against your configured minimum handover requirement (default 15 minutes), and flags any non-compliant handovers in real-time. Critical unstaffed gaps are immediately alerted. All data is exportable as PIR-ready reports for CQC inspections.
Yes! Kalayus is fully responsive and works on smartphones and tablets. Care staff can view their schedules, request leave, swap shifts, and clock in/out from their mobile devices. The mobile interface is optimized for ease of use, even for staff who aren't tech-savvy.
Our intelligent scheduling engine considers multiple factors: staff availability, skills and qualifications, leave requests, preferred shift patterns, legal requirements (11-hour rest periods), and your configured handover requirements. It creates optimal schedules that minimize gaps, respect staff preferences, and ensure CQC compliance. You can review and adjust the AI-generated schedule before publishing.
Kalayus generates comprehensive reports including: CQC Audit Reports (handover compliance, gap analysis), Payroll Reports (timesheets, hours worked), Comparison Reports (scheduled vs. actual), Gap Analysis Reports (unfilled shifts over 3-month periods), and Compliance Reports (PIR-ready for inspections). All reports are exportable to Excel/PDF.
Yes! The Starter plan is completely free for care homes with up to 10 employees. There are no hidden fees, no credit card required, and no time limits. You get all core features including CQC compliance, AI-powered scheduling, and mobile access. Perfect for small care homes to try the system risk-free.
No problem! You can upgrade your plan at any time. We'll prorate the cost, so you only pay for the time remaining in your billing cycle. All your data, settings, and training carry over seamlessly. There's no disruption to your operations when upgrading.
No! Implementation, setup, data migration, and initial training are completely free for all plans. The only cost is your monthly subscription fee (or free for Starter plan). We believe in transparent pricing - what you see is what you pay.
Yes, absolutely. There are no long-term contracts or cancellation fees. You can cancel your subscription at any time with 30 days' notice. Before you cancel, we'll provide a complete export of all your data in standard formats (CSV, Excel, PDF) so you never lose your records.
Kalayus automatically ensures sufficient staffing levels through real-time gap detection, handover compliance validation, and automated ratio calculations. Our system generates evidence-ready reports that demonstrate compliance with Regulation 18 (Staffing) and supports the Well-led and Safe quality statements. All compliance data is retained for 7 years as required.
Kalayus is specifically designed to meet CQC requirements. Our handover compliance reports, gap analysis (3-month look-back), and comprehensive audit trails provide the evidence inspectors need. The system automatically flags non-compliance before it becomes an issue, helping you maintain standards between inspections. Many care homes use our reports directly in their CQC PIR submissions.
Our AI-powered scheduling engine automatically enforces the UK law requirement for 11 hours of daily rest between shifts. The system prevents "rolling shifts" that would violate this rule and alerts you if any schedule attempts to breach the requirement. This ensures fatigue management compliance and protects staff wellbeing.
All plans include email support with response within 24 hours. Professional plans include priority support and dedicated account manager access. Enterprise plans include 24/7 priority support. We also provide comprehensive documentation, video tutorials, and user guides. During implementation, you'll have direct access to our team for hands-on support.
We provide priority support for active CQC inspections at no extra cost. Our team can help you generate specific compliance reports, explain audit trails, and provide documentation to support your inspection. Professional and Enterprise customers have direct access to their account manager for urgent inspection support.
We're here to help. Book a free 30-minute demo and we'll answer all your questions.
Book Free DemoOr email us at jay@kalayus.com