Care Roster - 2026 Pricing, Features, Reviews & Alternatives

Care Roster is a browser-based contact directory and on-call platform for care agencies. Nothing to install; it runs in any current browser on desktop, tablet and phone.

Directory model

Three record types rather than one flat list. A person carries name, role, department, work mobile, desk line, email, manager and an internal or external marker. An organization is a company you call and holds a main line, a fax, an after-hours line and any number of named contacts beneath it. A key number is a line owned by no individual, such as an answering service or a 24-hour dispatch, optionally linked to the organization behind it. Categories, tags and after-hours flags apply across all three, and one search covers every record.

Staff also star their own favorites, administrators pin agency-wide Quick Access numbers to the dashboard, and recently viewed records stay one click away.

On-call and escalation

Rotations are defined once per role and cycle automatically, so the on-call view always resolves the current holder, their direct number and the next handoff without anyone editing a schedule. Coverage overrides record a swap without rebuilding the rotation, and a month calendar shows the cycle color-coded by person with handoff days marked.

Escalation paths define an ordered call list per situation. A step is a group rather than an individual, so several people can be called simultaneously and the path advances only when nobody in that step answers. Steps reference a contact record or a rotation rather than a copied number, so they resolve to whoever is genuinely covering and cannot go stale. Steps carry optional written instructions and wait times.

Reporting and print

Built-in sheets cover the full directory, on-call and after-hours coverage, an on-call schedule across any date range, an emergency reference, internal staff only, and external contacts only, plus category reports generated from your organization categories. Each prints cleanly and exports to CSV.

Messaging

One operational text can go to every internal staff member for a closure, weather delay or coverage change. The sender chooses work mobile, personal mobile or both, reviews the recipient list, and sees the exact message count and cost before sending. Personal numbers are reachable only where that person opted in, and stop replies are honored automatically.

Integrations

Microsoft 365 and Entra: directory sync from selected security groups or the whole tenant, including accounts with no mailbox. A preview shows every addition, change and removal before commit, a nightly job keeps it current, and only records the sync created are ever modified, so hand-entered records are untouched. The connection is one-way and read-only against Microsoft Graph. Staff can sign in with their Microsoft account, and administrators map Entra security groups to application roles.

Guided CSV import with a downloadable template, column mapping and a row-level preview, accepting up to 5,000 data rows or 4 MB per file. Full CSV export anytime. Optional custom domain: enter a domain in Settings, add the records it returns, and the certificate issues and renews automatically.

Security

Role-based access with administrator, editor and viewer. Personal mobile numbers, and optionally work mobiles, can be hidden from viewers with per-department overrides; masking is applied server-side, so withheld numbers never reach the browser. Every record carries a created-by and last-changed-by trail, and administrators see a running activity feed. Deactivating a user revokes their live sessions and voids any outstanding password links in the same action.

Each agency's data is isolated to its own workspace, every query scoped to it, on Cloudflare's network. The product holds no patient records and no field capable of storing one, so no business associate agreement is required. A lapsed subscription becomes read-only rather than locked: records stay viewable and exportable, and nothing is deleted.