Switch to CareOS from any system — or from paper
Whatever you run today — another care platform, spreadsheets, or paper files — our team handles the whole migration for free: clients, care plans, assessments, schedules, medication records and staff, reviewed with you record by record before you go live.
How we move your data
There are three routes in, and our team drives all of them — you don't need to be technical, and you don't need your old provider's cooperation.
Purpose-built importers
For Birdie, Nursebuddy, OnCare and RoundSys we have importers that read your data directly from your existing account — see each provider's page for exactly what moves.
AI document import
Care plans, assessments and client records in PDFs, Word documents, scans and photos are read with AI extraction and turned into structured CareOS records — every extracted value shown alongside the source for your confirmation.
Spreadsheet & export imports
CSV and spreadsheet exports from your current system are mapped into CareOS by our team — most systems can export more than their interface suggests.
Clients, contacts & care records
Client profiles, key contacts, care plans, assessments and medication records are the core of every migration — mapped, imported and checked with you record by record.
A review of everything, first
Imported care plans arrive as drafts for your sign-off and medications are verified against your MAR. You see the migrated data before switchover — nothing goes live behind your back.
Your team, set up properly
Staff are onboarded through CareOS recruitment and compliance, so right-to-work, training and documents start verified — inspection-ready from day one.
Access that suits your system
Depending on what you run today, we work from a data export, a bundle of documents, or — for systems with a purpose-built importer — direct access granted by your admin. Passwords are never stored: importer sessions use short-lived encrypted tokens that expire on their own.
How the switch works
Migration is the biggest reason providers stay stuck on software they’ve outgrown. So we take the whole job off your plate.
Share your access
Grant our team access to your current system — or send us exports. Purpose-built importers for common UK systems, plus spreadsheet and document imports with AI extraction, do the heavy lifting.
We migrate your records
Our team maps and imports your data, and checks it with you record by record. Imported care plans arrive as drafts for your sign-off, and every imported medication is flagged for verification against your MAR.
Go live in days
Most providers are live within days, not weeks. Your team reviews everything before switchover, and your old system stays untouched while you check.
What to know before you switch
Honest answers to the things providers worry about most when leaving a system they've outgrown.
Your old system stays untouched
Migration only reads from your current system — nothing is changed or deleted. It keeps running as normal until the day you switch, and remains your legacy audit trail afterwards.
Retention is planned, not an afterthought
Care records carry multi-year retention requirements. Before you close your old account, we walk through what to export and keep — so leaving a provider never means losing your history.
What we can't read, we tell you
If something can't be extracted — a file that won't download, a field your export doesn't include — it's listed for manual follow-up. Nothing silently disappears.
Billing and rates start clean
Funders, rates and invoicing are set up fresh in CareOS finance rather than inherited, so your first invoice run starts from a clean, checked configuration.
Switching to CareOS — common questions
Our current provider isn't listed — can you still migrate us?
Yes. The named importers cover Birdie, Nursebuddy, OnCare and RoundSys, but most migrations run from exports and documents: spreadsheet imports plus AI document extraction handle records from any system, and our team does the mapping. If your provider can export it — or print it — we can migrate it.
Can you migrate us from paper records?
Yes. Paper care plans and assessments can be scanned or photographed and read with AI extraction into structured CareOS records, with every extracted value shown alongside the source document for your team to confirm.
Do we lose our CQC or Ofsted history when we switch?
No. Your current records move into CareOS, and your historical audit trail remains in your old system or its exports — care records have multi-year retention requirements, so before you close the old account, we walk through exactly what to export and keep.
How long does switching take?
Most providers are live within days, not weeks. The timeline is set by your review and your rota, not by the technology — you pick the switchover date, and your old system keeps running until then.
What does the migration cost?
Nothing — migration is free with every CareOS plan, and it's handled by our team rather than left to yours. CareOS itself is priced on a tailored quote for your service; talk to us and we'll put one together.
More questions? Read the full FAQ or talk to our team.
Where you’re headed
Visits, AI rostering, eMAR and family updates for domiciliary care agencies.
ExploreProperties, tenancies, shifts, Active Support and MCA/DoLS for 24/7 services.
ExploreAdmissions, care charts, clinical monitoring, rotas and payroll for residential and nursing homes.
ExplorePlacements, daily logs, Reg 44, Annex A and outcomes for Ofsted-regulated homes.
ExploreShift booking, client portal, timesheets and invoicing for care staffing agencies.
ExploreSwitching from somewhere else? Birdie · Nursebuddy · OnCare · RoundSys