“This isn’t about technology for its own sake. It’s about using insight to support our staff better and prove the impact of the care we provide. That ultimately benefits everyone.” Simon Clarke, Director, The EH Group
Overview
The EH Group is a multi‑service social care business operating across Pembrokeshire, supporting people through residential care, nursing, home care, supported living and community outreach. With close to 300 employees and highly varied service models, the organisation has always been driven by a clear purpose: delivering high‑quality, compassionate care while genuinely looking after the people who provide it.
As the organisation grew, so did the operational complexity behind the scenes. Multiple off‑the‑shelf systems promised to “do it all” but, in reality, left The EH Group with fragmented data, manual workarounds and limited visibility. In 2025, The EH Group made a decisive move to replace this patchwork of systems with a single, bespoke operational platform built on Agilebase.
Today, Agilebase underpins The EH Group’s day‑to‑day operations giving managers clarity, staff confidence, and leadership the data they need to make better decisions, faster.
The challenge: one organisation, many care models
One of the EH Group’s strengths lies in offering multiple types of care, often supporting the same individual across different services.
The organisation runs:
– Residential and nursing services, similar to a “mini‑hospital” model
– Supported living, often requiring 24/7, highly personalised care
– Home care, with carers managing up to 22 daily runs each
– Community outreach, involving ad‑hoc visits and careful staff‑to‑client matching
Each of these service areas has fundamentally different rostering, payroll and billing requirements. Over time, The EH Group accumulated separate systems for each area — none of which truly talked to each other.
This led to real operational pain:
– No single view of hours delivered across the business
– Complex rotas managed through spreadsheets and workarounds
– Manual payroll adjustments and duplicated admin
– Limited ability to audit spend or analyse performance
– Heavy reliance on finance administration
As Richard Wilson, The EH Group’s independent IT consultant, explains:
“All the systems claimed they could talk to each other — but they didn’t. We couldn’t answer simple questions without days of manual work.”
A different approach: build what the business actually needs
After years of adapting their processes to fit inflexible software, The EH Group decided to flip the model.
Rather than forcing their business into another off‑the‑shelf system, they chose Agilebase — a no‑code platform that could be shaped around their real‑world complexity.
“We started with the most complex area as a proof of concept — and it worked,” says Richard.
The EH Group began by building a single back‑office system focused first on the hardest problem: complex rostering across multiple care models.
Onboarding and implementation: not easy, but worth it
Onboarding officially began in March 2025, as four departments worked through their requirements, managers stepped up responsibility for data accuracy, and the senior leadership team closely examined how day-to-day operations were really working.
When Agilebase was ready, they switched off their legacy systems, fully trusting in the new Agilebase system, rather than running the legacy and new system in parallel.
This was a bold move — and not without challenges.
Richard is candid about the process:
“This wasn’t easy. There are so many instances that need to be considered, but the development process with Agilebase is excellent, and it allows us to match the system to how The EH Group actually works.”
Crucially, payroll went live smoothly, immediately removing one of the biggest operational risks.
The solution: one system, tailored to real life
Agilebase now acts as the central operational machine underpinning the EH Group.
The platform brings together:
– A unified HR and skills database
– Four different rostering engines within one interface
– Automatic handling of overtime, sickness, absences and exceptions
– Payroll data for hourly and salaried staff
– A single source of truth for finance, operations and leadership
For home care teams managing up to 22 separate daily runs, staff can instantly see their four‑week rolling rota, log visits in seconds, record incidents, and know exactly how their pay is calculated.
For managers, exceptions that once took anywhere from 15 minutes to hours to resolve now take seconds.
For finance, the impact has been transformational.
“We’ve effectively halved the finance workload,” says Simon Clarke, Director at EH Group,. “Instead of administering four systems, the team now works from one.”
Adoption and culture: technology that supports people
From the outset, The EH Group involved their teams in shaping the system. Managers helped define requirements. Staff feedback influenced how the system worked in practice.
That approach paid off.
“As often is the case, there was an element of uncertainty at the start,” Richard reflects. “That’s shifted to confidence. People now see how powerful Agilebase is — and the requests have moved from basic operations to ‘what else can we do?’”
Simon sees this as central to their culture:
“Because we built this together, managers feel real ownership. The system gives them exactly what they need, without complexity. For staff on the ground, it’s simple, clear and designed around their day, making it easier for them to plan their week.”
Staff now have:
– More certainty through four‑week rolling rotas
– Clear visibility of hours and pay
– Less admin, more time focused on care
The result is a happier, more flexible workforce — and better continuity of care for clients.
From operations to insight: unlocking the value of data
For the first time, The EH Group now has all of its operational data in one place.
This has unlocked capabilities that simply weren’t possible before:
- Real‑time visibility of billable vs non‑billable hours
- Automated invoicing (now in progress)
- Business intelligence reporting across services (in progress)
“This is the first BI we’ve ever been able to get out of the business,” says Simon. “Previously, the data existed — but no one could actually use it.”
Looking ahead: using AI to improve care and retention
With solid data foundations in place, The EH Group is now innovating at the edges — carefully and purposefully.
They are exploring:
– AI‑assisted analysis of care notes, summarising daily narratives and tracking outcomes against care plans
– Outcome‑based reporting to demonstrate progress to social workers and commissioners
– AI sentiment analysis on staff supervisions to identify issues early and improve retention
Simon describes this as a natural extension of their values:
“This isn’t about technology for its own sake. It’s about using insight to support our staff better and prove the impact of the care we provide. That ultimately benefits everyone.”
About Agilebase
Agilebase is a no‑code platform that enables organisations to build bespoke operational systems around how they actually work — not the other way around. Designed to scale and evolve, Agilebase provides the robust foundations that complex, ambitious organisations need to operate with confidence.
Interviewed conducted February 2026