AI condition checks for CoolCare

Overview

The Maintenance Job Tracker is a very good list of the problems somebody noticed. CoolCare gives a care home the administrative spine it usually lacks: jobs with suppliers, deadlines, recurring tasks and commentary, resident records with full room history, occupancy, rotas, timesheets and reporting across a whole group. A job list is only as complete as the walk that fed it, though, and the things that fill a list are the things that got mentioned. RapidEye reads the room list and room history from CoolCare and the photos your team takes on the round, then returns a finding per room, sorted by how much it matters.

How it works with CoolCare

The checks follow the rhythm CoolCare already imposes on a home: rooms turn over, jobs recur, suppliers come and go, and a group office wants to compare eight buildings without driving to them.

• Between one resident and the next. Room history in CoolCare tells you who was living where and when. RapidEye reads the photos taken when a room is emptied and again when it is ready, and lists what needs doing before the next family walks in: the wardrobe door, the scuffed skirting, the stained chair arm.
• Recurring tasks. A recurring task proves a check happened on schedule. The photos taken at the same time say what the check found, so the difference between "done monthly" and "still fine" is on the record.
• Supplier and contractor work. A decorator, a plumber, a flooring fitter. Photos before the visit and after it come back as a pair, which is a calmer conversation than memory when the invoice arrives.
• Communal spaces. The lounge, the dining room, the corridors, the lift lobby. These have no resident to notice them and no room history behind them, and they are exactly what a visitor forms an opinion from.
• Across the group. Eight homes photographed against one standard gives a regional manager a like-for-like list, instead of eight managers each describing their building in their own words.

Each finding names the home, the room, the spot, the kind of problem, how serious it is, the photos behind it and a suggested next step. It lands in the RapidEye dashboard, and in an inbox for the home manager or the maintenance lead if you want it there. Whether it becomes a job, and which supplier gets it, stays a human decision inside CoolCare. If what your team captures is video walkthroughs, 3D scans or an inspection format you have written yourself, say so and we build the checks around that instead of asking for photos.

How to connect CoolCare to RapidEye

1. Your CoolCare account. A CoolCare account with your homes and their rooms, the same rooms the resident room history is written against. Communal spaces you want checked, the lounges, the dining room, the corridors, the bathrooms and the laundry, get listed alongside the bedrooms.
2. Where the photos come from. If your maintenance team already photographs jobs somewhere, RapidEye reads those. If not, RapidEye sends a capture link that opens on any phone with no app to install: a fixed set of angles per room, lights on, taken on the round somebody already walks.
3. Add RapidEye as a user. Add RapidEye as a user in CoolCare and put it in a User Group, then set which homes that user can reach on the individual user settings. The details to enter are in the Connect window above.

What a CoolCare maintenance job holds

Checked against CoolCare's own feature documentation, September 2026.

CoolCare is care home management software for operators, built around administration rather than care records, and it integrates with the digital care planning systems that hold the clinical side. According to CoolCare's own feature documentation (coolcare.co.uk), its care home administration module opens with a frank line about buildings: care homes are well loved and lived in, and things get chipped, broken or need checks. The Maintenance Job Tracker is its answer, and the fields below are the shape of a job.

Around the tracker, CoolCare gives a manager the dashboards that make the rest of the week manageable: upcoming maintenance sits alongside staff on shift, training due and budget hours, and Advanced Reporting will email a dashboard to a distribution list on a schedule you set. Room history sits on the resident side, showing who was living where and when, which CoolCare frames as an audit tool and an invoicing accuracy tool. Read as a building record, it is also a timeline of who used each room, and that is the timeline a condition finding hangs on.

Can you attach photo evidence to a job in CoolCare?

Not as the product describes it. CoolCare's care home administration pages describe the Maintenance Job Tracker in terms of jobs, suppliers, deadlines, recurring tasks, commentary and emailed requests, and describe unlimited cloud storage for documents on the resident record. Photographs of a room, held against that room and comparable month to month, are not part of how the product is presented. This is the ordinary shape of care home administration software, which is built to run the office rather than to look at the building, and it is why a maintenance list in any home tends to describe the loud problems rather than the slow ones.

The integration adds one thing to that: a photographic record per room, read against the standard the home has set, arriving as a sorted list rather than as a folder somebody has to open. CoolCare keeps the jobs, the suppliers, the deadlines and the reporting, which is the part it does properly.

CoolCare integration FAQ