Huddle Care
Care management software for Welsh domiciliary care agencies. Built in Wales for CIW — and ready for CQC across the border.
What Huddle Care does
Huddle Care is an all-in-one operations platform for UK domiciliary (home) care agencies. We replace the typical patchwork of spreadsheets, paper care plans, WhatsApp groups, and 2018-era rota tools with a single connected platform.
Live operations dashboard
Real-time visibility of every visit happening across your agency right now — early, late, in-progress, completed, missed. Office staff see the whole agency at a glance instead of phoning carers individually.
Smart sick cover
When a carer goes sick, the smart picker ranks replacements by area fit, gap fit, travel time, and care plan match. Multi-day sickness and cascading cover handled automatically. Pay protection is built in so the helping carer is paid fairly on tight-margin covers.
CIW-grade compliance and audit
Document expiry tracking, training matrices, risk assessments, medication records, controlled drug witness flow, office override approvals with manager sign-off, and append-only audit history. Designed to survive a Care Inspectorate Wales (CIW) or Care Quality Commission (CQC) inspection.
Offline-first carer mobile app
Visit task completion, diary notes, medication records, and incident reports queue locally and sync when signal returns. Carers in stairwells, basements, or rural notspots can keep working. NFC, QR, or manual check-in.
AI assist tools
AI Diary Summary reads 30 days of carer diary entries across your org (or for a single client) and surfaces emerging concerns and mood trajectories. Huddle Extract Tool parses an existing care plan PDF into Huddle's structured care plan fields, saving coordinators a half-day per onboarded client.
Risk assessment operational loop
Carer-submitted drafts with office sign-off, alert lifecycle, version history. Closes the gap between identifying a risk and acting on it.
Live family portal
Real-time visit diary for families. They see what's happening when it happens, without phoning the office.
Multi-app architecture
Desktop admin portal, carer mobile app, office/manager mobile app, and client/family mobile app — all sharing one model.
Key facts
- Hosting: UK-only (London region). No data leaves the UK.
- GDPR: The agency is data controller, Huddle is processor. UK GDPR compliant. Data Processing Agreement (DPA) available on request.
- Inspection framework: Built for Care Inspectorate Wales (CIW). Maps to CQC Key Lines of Enquiry for English branches.
- Migration: We migrate agencies from PASS (everyLIFE), Birdie, Care Vision, Access PeoplePlanner, or paper. Side-by-side cutover.
- Time to live: Typically two weeks from first call to first scheduled visit in Huddle.
- Mobile platforms: iOS and Android.
Frequently asked questions
Is Huddle Care CIW and CQC compliant?
Yes. Huddle Care is built around the Care Inspectorate Wales (CIW) inspection framework with the CQC Key Lines of Enquiry mapped underneath. Document expiry, training matrices, risk assessments, medication records, and audit trails are inspection-ready.
Can you help us move from PASS, Birdie, Care Vision, or another system?
Yes. Under UK GDPR your data is yours, and these systems all let you export it. We work through the migration together: you pull the export from your current tool, we map it into Huddle, and you keep the old system running side-by-side until you're confident the new one is right.
Does the carer app work offline?
Yes. The carer app is offline-first. Visit task completion, diary notes, medication records, and incident reports are stored locally and sync automatically when signal returns.
Where is our data stored?
All data is stored in UK (London) data centres. No data leaves the UK. We are processor under UK GDPR; the agency is controller.
How long does it take to go live?
Most agencies are live within two weeks. We onboard you directly — set up your carers, clients, rota, care plans, and medications, run a side-by-side period with your existing tool, then cut over when you're ready.
Contact
Email: support@huddlecare.co.uk
Telephone: 07525 040441
Address: 63 Kingsland Crescent, Barry, Vale of Glamorgan, CF63 4JR
Web: huddlecare.co.uk
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