Stop losing good carers to agencies that respond faster
While you're stuck in meetings or buried in paperwork, enquiries sit unanswered and families move on. Your system should work even when you can't.
"Hi Jane, thank you for your interest in fostering with us. We're so glad you reached out. One of our team will call you tomorrow morning..."
Let's be honest about what's really happening
Enquiries
Someone interested in fostering fills out your form. It sits in your inbox whilst you're in meetings, doing compliance work, or supporting existing carers.
By the time you respond, they've moved on.
Compliance
You're tracking DBS renewals, training certificates, and medical checks on spreadsheets. Something always slips through until it's nearly too late.
You're firefighting instead of planning.
Retention
You know you should check in with carers regularly, but you're stretched too thin. They feel forgotten and start looking elsewhere.
You're losing good people you can't afford to lose.
Here's what changes when you switch this on
Every enquiry gets an instant response
Someone fills out your enquiry form at 2pm. Within 60 seconds, they receive a warm, personal text message and email. Not a generic auto-reply. A message that sounds exactly like you wrote it.
"Hi Sarah, thank you for your interest in fostering with us. We're so glad you reached out. One of our team will call you tomorrow morning to answer any questions. In the meantime, here's what happens next..."
↑ That goes out automatically. They feel valued. You haven't lifted a finger.
The system watches your deadlines for you
You tell us once when someone's DBS expires, when training needs renewing, when medical checks are due. The system takes it from there.
• 30 days before: Friendly reminder email sent to carer
• 7 days before: Text message + email with booking link
• On expiry: Urgent notification to you and them
• After expiry: Daily reminders until sorted
Your carers feel valued without you lifting a finger
Every 90 days, each carer gets a thoughtful check-in message. On their birthday, they get a personalised message. After 6 months, they're asked for feedback. All automatic.
What carers tell us:
"I was with another agency before. Never heard from them unless something was wrong. Here, they check in regularly. I feel like they actually care."
"This sounds complicated to set up..."
It's not. Because we do it for you.
We have a 15-minute chat
Tell us how you work now. What messages you usually send. How you track compliance. Just a conversation.
We build it to match your agency
We write your messages (in your voice), import your existing carer data, and set up your tracking. Takes us 3-5 days. Costs you zero effort.
We show your team how to use it
A 30-minute call showing them the basics. That's it. If you can use email, you can use this.
It just works
From that point on, enquiries get instant responses. Compliance reminders go out automatically. Carers feel valued. You get your time back.
Total time investment from you:
One 15-minute chat + one 30-minute training call. That's it.
Here's what you need to know
You don't need to be technical. Your team won't need training. They just tap a button in an email or reply YES to a text message. That's it.
They don't need to log in. No passwords to remember. No system to learn. Just the emails and texts they're already checking every day.
It updates itself. When someone taps "Contacted" or replies "YES", the system records it, moves the case forward, and tells the next person what to do. Automatically.
It's actually simpler than what you're doing now. Instead of checking spreadsheets, sending manual emails, and trying to remember who's doing what — the system handles it.
Fewer logins. Faster decisions. Happier teams.
Three things that actually change when your team starts using this
Respond in minutes, not days
New enquiries trigger one-tap prompts by SMS and email so the right person acts immediately.
What this means: Instead of enquiries sitting in an inbox for days, your recruitment lead gets a text within 2 minutes. They reply "YES" and it's marked as actioned. The family gets a response whilst they're still interested.
No duplicate admin
Actions update the pipeline and next steps automatically — no re-typing in another system.
What this means: Your assessor taps "Visit Complete" in an email. That updates the case status, notifies the manager for approval, and schedules the next check-in. Nobody writes anything down or updates a spreadsheet.
Clear accountability
Every tap is logged: who responded, when, and what happened next.
What this means: Your manager can see "Sarah contacted them at 10:23am, visit booked for Thursday." No chasing. No "Did you call them back?" questions. Everyone knows what's been done and what's next.
The honest truth: Your team will find this easier than what they're doing now. Because it actually is easier. There's no learning curve — just tap a button or reply to a text.
What each role gets (automatically)
Everyone gets the right information at the right time. Nothing more, nothing less.
Important: Your team doesn't need to set any of this up. We configure it all based on how you work. They just start receiving the prompts.
Managers
- Daily email summary (new enquiries, time-to-first-contact, approvals pending)
- One-tap approvals (Approve / Not Ready) from email
- Optional push notifications in the phone app
Recruitment Leads
- Real-time SMS: "New enquiry from Jane, Maidstone — Ready to contact? Reply YES/NO"
- Backup email with buttons: Contacted • Call Later • Not Suitable
- Phone app to call/text, add notes or assign an assessor
Assessors / Social Workers
- Task prompts for visits, document checks, panel prep
- Email/SMS buttons: Visit Complete, Docs Received, Rebook
- Auto-updates pipeline and informs the family support team
Admin / Compliance
- Automated reminders for ID/DBS/training evidence
- One-tap: Received, Chase Again, Mark Exempt
- Generates polite, branded chaser messages automatically
So what does this actually look like day-to-day?
Morning: Your manager opens their daily email. It shows 3 new enquiries yesterday, average response time was 18 minutes, and 2 approvals are pending. They tap "Approve" on both. Done. 30 seconds.
Lunchtime: Your recruitment lead gets a text: "New enquiry from Emma, Leeds. Ready to contact?" They reply "YES". The system marks it contacted, sends Emma a confirmation email, and schedules a follow-up in 2 days. Your recruitment lead didn't open a laptop.
Afternoon: Your assessor finishes a home visit. On the drive back, they get an email: "Visit complete?" They tap "Visit Complete" on their phone. The manager gets notified. The next step is scheduled. The family gets a thank-you text. All automatic.
No constant login required. Staff can work entirely via email/SMS prompts and the mobile app.
The system updates itself.
Common question:
"What if my team aren't comfortable with technology?"
Good news: if they can receive a text message and tap a button, they can use this. There's nothing to learn. We've had 60-year-old assessors who "don't do computers" using this perfectly fine — because it's just tapping buttons in emails they're already reading.
From enquiry to action — in three steps
Let's walk through exactly what happens when someone enquires about fostering
Website
AgencySoftware.io
Email/SMS/App
One-tap action
Someone enquires on your website
They fill in your form. Name, contact details, postcode, maybe a note saying "interested in fostering teenagers". That's it.
The system captures all of it automatically. Within seconds, it knows this is a new enquiry, it knows which team member handles enquiries from that area, and it's ready to act.
Your team member gets a prompt (immediately)
Sarah (your recruitment lead) gets a text: "New fostering enquiry: Emma, Leeds. Ready to contact? Reply YES or NO."
She also gets an email with the same information plus buttons: [Contacted] [Call Later] [Not Suitable].
She doesn't need to log in anywhere. She just replies "YES" to the text or taps a button in the email. That's the entire interface.
The system does the rest (automatically)
When Sarah replies "YES" or taps "Contacted", several things happen at once:
- The enquiry is marked as "Contacted" with timestamp and Sarah's name
- Emma (the enquirer) automatically gets a warm, branded follow-up email and text
- The system schedules a follow-up reminder for Sarah in 2 days
- Your manager's daily report shows "Emma - Contacted by Sarah at 11:23am"
Nobody types anything. Nobody updates a spreadsheet. Nobody sends manual follow-ups. It just happens.
That's the entire workflow
New enquiry → Team member gets prompted → One tap → Everything updates automatically.
If you can reply to a text message, you can use this system.
What staff actually see
These are real examples (with made-up names). This is exactly what your team will receive.
Notice something? They're simple. Clear. No jargon. No complicated instructions. Just "do you want to do this thing — yes or no?"
SMS (Recruitment Lead)
New fostering enquiry: Jane S., Maidstone. Ready to contact?
Reply YES to mark contacted, NO to delay 2 hours.
Email (Assessor)
Subject: Visit outcome for Jane S.
Visit completed?
Clicking a button updates the record and notifies the team automatically.
Email (Manager approval)
Subject: Approval needed: Jane S.
Your selection updates the stage, triggers the right follow-ups, and logs your decision.
💡 Buttons are built with secure one-time links. No login required.
Designed for UK fostering operations
UK-appropriate templates and tone of voice
All communications use proper UK English and fostering-specific language.
Time-stamped audit trail
Who clicked what, when — everything is logged for compliance.
Role-based access, minimum data in messages
Staff only see what they need. Sensitive data never sent in plain text.
GDPR-aligned templates and opt-outs
Built-in consent management and data protection compliance.
Optional integration with your back-office system
Connect to CHARMS, Mosaic, or other systems to avoid double-entry.
We send the minimum information necessary in messages, and all taps are securely tracked.
So what does this actually mean for you?
Your team stops saying "I'll update the spreadsheet later"
Because there is no spreadsheet to update. They tap a button, the system records it. Done. No end-of-day admin catch-up sessions.
You stop asking "Did anyone call that family back?"
Because you can see exactly who contacted them, when, and what happened next. It's all logged automatically. No more chasing your team for updates.
Families stop waiting days for a response
Your team can action enquiries from their phone whilst they're between meetings. Average response time drops from 2–3 days to under 2 hours. That's the difference between winning and losing good carers.
Your team actually likes using it
Because it makes their job easier, not harder. They're not learning a new system. They're just replying to texts and tapping buttons in emails — things they already do all day anyway.
The question isn't "Will this work for us?"
The question is "How much time are we wasting by NOT doing this?"
Questions we hear most often
Honest answers to the things you're probably wondering
Do staff need to log in?
No. Most actions are one-tap from email/SMS. The mobile app is optional for calls, notes and uploads.
How do buttons work?
Each button is a secure link tied to the case and action. When tapped, it updates the workflow instantly.
Can we customise who gets what?
Yes. Notifications and actions are fully role-based and editable.
What if someone taps the wrong button?
There's an "Undo/Correct" link and admins can revert the step in seconds.
Will this replace our back-office system?
No — this is your front-office recruitment and comms engine. We can connect to systems like CHARMS to avoid duplicate entry.
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