Comprehensive HR and Operations Platform
Budget: $3,000 – $5,000 CAD
Full operations SAAS platform (web + mobile app), not just a simple website. Think of it as an all-in-one HR + Client Care + Compliance + Scheduling + Payroll + Communication system.
Feature list your developer:
1. Staff Management System
Clock In / Clock Out
GPS location verification (must be at group home to clock in)
Face recognition/selfie verification
Late clock-in alerts
Missed shift alerts
Overtime tracking
Staff Profiles
Personal information
Emergency contacts
Role/position
Training records
Certifications
Criminal record check expiry
Driver’s license expiry
First Aid/CPR expiry
Staff Documents Storage
Admin can upload/store:
Contracts
IDs
Certifications
Policies signed
Performance reviews
Disciplinary notes
Payroll Support
Auto-calculate hours worked
Overtime calculation
Holiday pay
Sick days
Vacation tracking
Shift differential pay (overnights/weekends)
Export payroll reports
2. Shift Scheduling System
Shift Posting
Publish weekly/monthly shifts
Open shifts available for pickup
Recurring shift templates
Shift Bidding
Staff can request available shifts
Admin approves who gets it
Shift Swaps
Staff can swap shifts
Admin approval required
Shift Notifications
New shifts posted
Shift canceled
Shift reminder (1 hr before)
Open shifts available
Emergency replacement request
Smart Scheduling
Prevent double-booking
Detect overtime risk
Detect understaffing
Skill-based assignment
3. Client Management System
Every client should have a separate secure digital file
Client Profile
Full name
Date of birth
Photo
Care level
Guardian/family contacts
Medical information
Allergies
Medications
Diagnoses
Behavioral triggers
Safety plans
Funding source
Daily Logs
Staff can document:
Mood
Activities
Meals
Sleep
Hygiene
Behaviors
Appointments
Community outings
Medication administration
Incidents
Progress Tracking
Goals
Monthly progress reports
Behavior improvement charts
Document Storage
Care plans
Assessments
Government forms
Medical records
Incident history
4. Incident Reporting System
This is very important.
Staff can create incident reports for:
Aggression
AWOL
Medication refusal
Self-harm risk
Injury
Property damage
Hospital visits
Police involvement
Features:
Time/date stamp
Witness section
Photo upload
Severity level
Supervisor review
Investigation notes
Corrective actions
Export PDF
Signature capture
5. Medication Administration (MAR)
Huge feature.
Staff can:
View medication schedule
Record administered meds
Record refused meds
Missed dose alerts
Refill reminders
Medication stock count
Controlled substances log
Admin:
Audit logs
Medication compliance reports
6. Communication Center
Internal messaging system:
Staff-to-staff
Staff-to-admin
Admin announcements
Communication log:
Shift handover notes
Important alerts
Daily house updates
Push notifications:
Emergency alerts
New incidents
Shift changes
7. Compliance & Audit System
Critical for licensing.
Track:
Staff training expiry
Client file completeness
Incident trends
Medication errors
Policy acknowledgements
Audit dashboard:
Missing documentation
Overdue reports
Compliance score
8. Task Management
Daily checklist:
Cleaning tasks
Medication checks
Fridge temperature logs
Vehicle checks
Bed checks
Wellness checks
Recurring tasks:
Weekly house inspection
Fire drills
Grocery inventory
9. Inventory Management
Track:
Food inventory
Cleaning supplies
Hygiene products
PPE
Medication stock
Alerts for:
Low stock
Expired items
Reorder reminders
This would solve your “low inventory being overlooked” issue.
10. Appointment Management
Track:
Medical appointments
Therapy sessions
Court dates
School meetings
Family visits
Features:
Calendar sync
Transportation assignment
Reminder alerts
11. Finance & Billing
Track:
Client funding
Per diem billing
Expenses
Staff payroll costs
House operational costs
Reports:
Profit/loss
Cost per client
Staffing cost analysis
12. Family Portal (Optional)
Family can log in to:
View updates
See appointments
Message admin
Upload documents
Approve outings
13. Reports & Analytics Dashboard
Admin can see:
Staff attendance
Overtime costs
Incident frequency
Client behavior trends
Medication compliance
Staffing shortages
Payroll summaries
Occupancy rates
14. Training Portal
Upload:
Policies
Training videos
Orientation materials
Track:
Completed training
Quiz scores
Mandatory annual refreshers
15. Security Features (Very Important)
Because this handles vulnerable client data:
Role-based access
Encrypted records
Two-factor authentication
Access logs
Auto logout
Data backup
HIPAA/PIPEDA-ready privacy compliance (important in Canada)
16. Mobile App Features
Staff will need this on phone:
Quick clock-in
Quick notes
Incident reporting
Medication logging
Shift notifications
Emergency contact button
Advanced Features (Highly Recommended)
AI-Powered Suggestions
Flag unusual behaviors
Predict staffing shortages
Detect repeated incidents
Voice-to-Text Notes
Staff can speak daily notes.
Digital Signatures
For:
Staff acknowledgements
Incident reports
Medication logs
Photo Documentation
Upload injuries, damages, receipts.
Visitor Log
Track:
Family visits
Contractors
Social workers
Vehicle Log
Track:
Mileage
Fuel
Maintenance
Client transport
House Maintenance Tracker
Track repairs and service calls.
Developer Recommendation (Important)
Developer to build with:
Frontend
React / Next.js
Mobile
React Native
Backend
Node.js
Database
PostgreSQL
Cloud
AWS or Google Cloud
Security
End-to-end encryption
Notifications
Firebase
We can split this into sections for building if easier.
Feature list your developer:
1. Staff Management System
Clock In / Clock Out
GPS location verification (must be at group home to clock in)
Face recognition/selfie verification
Late clock-in alerts
Missed shift alerts
Overtime tracking
Staff Profiles
Personal information
Emergency contacts
Role/position
Training records
Certifications
Criminal record check expiry
Driver’s license expiry
First Aid/CPR expiry
Staff Documents Storage
Admin can upload/store:
Contracts
IDs
Certifications
Policies signed
Performance reviews
Disciplinary notes
Payroll Support
Auto-calculate hours worked
Overtime calculation
Holiday pay
Sick days
Vacation tracking
Shift differential pay (overnights/weekends)
Export payroll reports
2. Shift Scheduling System
Shift Posting
Publish weekly/monthly shifts
Open shifts available for pickup
Recurring shift templates
Shift Bidding
Staff can request available shifts
Admin approves who gets it
Shift Swaps
Staff can swap shifts
Admin approval required
Shift Notifications
New shifts posted
Shift canceled
Shift reminder (1 hr before)
Open shifts available
Emergency replacement request
Smart Scheduling
Prevent double-booking
Detect overtime risk
Detect understaffing
Skill-based assignment
3. Client Management System
Every client should have a separate secure digital file
Client Profile
Full name
Date of birth
Photo
Care level
Guardian/family contacts
Medical information
Allergies
Medications
Diagnoses
Behavioral triggers
Safety plans
Funding source
Daily Logs
Staff can document:
Mood
Activities
Meals
Sleep
Hygiene
Behaviors
Appointments
Community outings
Medication administration
Incidents
Progress Tracking
Goals
Monthly progress reports
Behavior improvement charts
Document Storage
Care plans
Assessments
Government forms
Medical records
Incident history
4. Incident Reporting System
This is very important.
Staff can create incident reports for:
Aggression
AWOL
Medication refusal
Self-harm risk
Injury
Property damage
Hospital visits
Police involvement
Features:
Time/date stamp
Witness section
Photo upload
Severity level
Supervisor review
Investigation notes
Corrective actions
Export PDF
Signature capture
5. Medication Administration (MAR)
Huge feature.
Staff can:
View medication schedule
Record administered meds
Record refused meds
Missed dose alerts
Refill reminders
Medication stock count
Controlled substances log
Admin:
Audit logs
Medication compliance reports
6. Communication Center
Internal messaging system:
Staff-to-staff
Staff-to-admin
Admin announcements
Communication log:
Shift handover notes
Important alerts
Daily house updates
Push notifications:
Emergency alerts
New incidents
Shift changes
7. Compliance & Audit System
Critical for licensing.
Track:
Staff training expiry
Client file completeness
Incident trends
Medication errors
Policy acknowledgements
Audit dashboard:
Missing documentation
Overdue reports
Compliance score
8. Task Management
Daily checklist:
Cleaning tasks
Medication checks
Fridge temperature logs
Vehicle checks
Bed checks
Wellness checks
Recurring tasks:
Weekly house inspection
Fire drills
Grocery inventory
9. Inventory Management
Track:
Food inventory
Cleaning supplies
Hygiene products
PPE
Medication stock
Alerts for:
Low stock
Expired items
Reorder reminders
This would solve your “low inventory being overlooked” issue.
10. Appointment Management
Track:
Medical appointments
Therapy sessions
Court dates
School meetings
Family visits
Features:
Calendar sync
Transportation assignment
Reminder alerts
11. Finance & Billing
Track:
Client funding
Per diem billing
Expenses
Staff payroll costs
House operational costs
Reports:
Profit/loss
Cost per client
Staffing cost analysis
12. Family Portal (Optional)
Family can log in to:
View updates
See appointments
Message admin
Upload documents
Approve outings
13. Reports & Analytics Dashboard
Admin can see:
Staff attendance
Overtime costs
Incident frequency
Client behavior trends
Medication compliance
Staffing shortages
Payroll summaries
Occupancy rates
14. Training Portal
Upload:
Policies
Training videos
Orientation materials
Track:
Completed training
Quiz scores
Mandatory annual refreshers
15. Security Features (Very Important)
Because this handles vulnerable client data:
Role-based access
Encrypted records
Two-factor authentication
Access logs
Auto logout
Data backup
HIPAA/PIPEDA-ready privacy compliance (important in Canada)
16. Mobile App Features
Staff will need this on phone:
Quick clock-in
Quick notes
Incident reporting
Medication logging
Shift notifications
Emergency contact button
Advanced Features (Highly Recommended)
AI-Powered Suggestions
Flag unusual behaviors
Predict staffing shortages
Detect repeated incidents
Voice-to-Text Notes
Staff can speak daily notes.
Digital Signatures
For:
Staff acknowledgements
Incident reports
Medication logs
Photo Documentation
Upload injuries, damages, receipts.
Visitor Log
Track:
Family visits
Contractors
Social workers
Vehicle Log
Track:
Mileage
Fuel
Maintenance
Client transport
House Maintenance Tracker
Track repairs and service calls.
Developer Recommendation (Important)
Developer to build with:
Frontend
React / Next.js
Mobile
React Native
Backend
Node.js
Database
PostgreSQL
Cloud
AWS or Google Cloud
Security
End-to-end encryption
Notifications
Firebase
We can split this into sections for building if easier.