Multi-Location & Groups🏢

The biggest difference is that Multi-Location creates completely separate accounts within the same super admin login, ideal for agencies operating in different cities or running distinct business units. Groups, on the other hand, are a filtering and categorisation tool within a single account, useful for organising clients and care workers by area, condition, specialty, or any other category you choose.

The Multi-Location feature allows you to have two or more separate OnCare accounts inside the same super admin account. As a super admin, you can toggle between each business directly within the same interface without logging out and back in.

This is designed for agencies that operate in two or more distinct locations, for example a domiciliary care business with one branch in London and another in Birmingham. Since these are two different cities with two different sets of care workers, two different client bases, and potentially two different types of care work, it makes sense to keep the data completely separate. Multi-Location ensures that the schedules, clients, care workers, invoices, and reports for each location do not mix.

To set up Multi-Location, you need to contact your account manager. This is not something you can configure yourself in the settings. Simply reach out and let them know you want a new location opened, and they will create it for you. Once set up, you will see a location switcher in your interface that lets you move between your different businesses.

Groups are a filtering and organisational tool that lets you categorise clients and care workers within a single OnCare account. Unlike Multi-Location, groups do not create separate accounts. Instead, they allow you to tag and filter your data so you can quickly find what you need.

For example, you might create client groups based on geographic areas within the same city, such as "North" and "South." Or you might group clients by the type of care they receive, such as "Dementia Care" or "Palliative Care." Similarly, you might create care worker groups based on specialty or qualification, such as "Medication Trained" or "Moving and Handling Certified."

Groups are useful when you want to organise your data without the need for completely separate accounts. If your clients and care workers are all part of the same business but you want an easier way to filter and schedule, groups are the right choice.

To create groups, go to Settings > Manage Agency. The first tab is Groups. Click on it and you will see two sections: Client Groups and Care Worker Groups.

For client groups, click Add and enter the title of the group you want to create. You can add as many groups as you need. For care worker groups, the process is exactly the same. Once you have created your groups, click Save.

After creating your groups, you need to assign clients and care workers to them. When you open a client's profile, you will see a Groups section on the Summary tab. Click on it and select the groups you want to allocate that client to. The same applies to care worker profiles. Each client and care worker can be assigned to one or more groups.

Any new clients or care workers added in the future should be assigned to a group at the point of creation. If your team forgets to assign groups when adding new people, those records will sit outside the group structure and may be missed when filtering.

Once groups are set up and clients and care workers have been assigned, you can use the group selector to filter your view across different parts of OnCare. This makes it easy to focus on a specific subset of your data without being distracted by everything else. For example, when building a schedule, you can filter by group to see only the clients and care workers in a particular area or category, making the scheduling process much faster and more focused.

When building your schedule, you can use the group filter to show only the clients and care workers in a specific group. This is particularly useful for larger agencies where the full unfiltered schedule would show dozens or hundreds of entries. By filtering to a specific group, you can build and manage the rota for that subset without the clutter of unrelated entries.

Groups do not restrict scheduling. A care worker assigned to one group can still be scheduled for a client in a different group. Groups simply provide a convenient way to filter the view.

Reports can also be filtered by group. This allows you to generate reports that focus on a specific area, condition type, or care worker category without having to manually sort through data. For example, you can generate a visit report for just your "North" group or export mileage data for just your "Medication Trained" care workers.

Groups are a filtering and organisational tool. They do not create completely separate accounts or restrict access. Any user with the appropriate permissions can switch between groups and see data for any group. If you need true data separation where one branch cannot see another branch's data, you should use the Multi-Location feature instead.

Agency-level settings such as alert thresholds, geofencing defaults, and scheduling preferences apply globally and cannot be customised per group. Groups do not affect billing. Your invoice is calculated based on the total number of active care workers across all groups, not per group.