Contact management for the people your team actually calls
Right now those numbers are in a shared spreadsheet, in one person's Outlook contacts, or in a free tool nobody built for a care team. Care Roster puts the staff, vendors, physicians, facilities and after-hours lines your agency calls into one database the agency owns: searchable from any phone, with roles that decide who can edit, and a record of when each number was last confirmed.
- One database, a login for everyone
- Import and export by CSV anytime
- Roles decide who can edit
People, organizations, and the numbers that belong to neither
Care Roster keeps three kinds of record and searches all of them at once, so nobody has to know which one they are looking for before they can find it.
Staff and individual contacts
Name, role, department, work mobile, desk line, email, and who they report to. Every person is marked internal or external, so the same data prints as a staff roster or as an outside-contacts sheet.
Organizations with more than one number
The companies you call: pharmacies, equipment suppliers, skilled nursing facilities, funeral homes, labs, interpreters. One organization holds a main line, a fax, an after-hours line and as many named people as it takes, instead of scattering them across unlinked rows.
Lines that belong to no one person
An answering service, a help desk, a 24-hour removal line. Numbers like these get their own record type, optionally tied to the organization behind them, so they stop living on a sticky note by the desk phone.
Categories and search
Narrow to pharmacies, funeral homes, interpreters or referral partners in a tap, or type a few letters and search every record at once by name, organization, role, category or number.
Who can change a number, and when it was last checked
Entering the data is the easy year. These are the four things that decide whether the directory is still worth trusting in the second one.
Three roles
Administrators configure the workspace, editors add and update records, and viewers search, call and print with no way to overwrite anything. A login for everyone on staff, at every role.
Verification stamps
An editor marks a record as verified and the app stamps who confirmed it and when. Set a re-verify interval, and two reports list everything now overdue, so the directory surfaces its own stale rows.
Change history
Every record shows who created it and who last changed it. Administrators also see a running feed of directory activity, so a wrong number traces back to a person and a date.
Hidden personal numbers
Personal mobiles, and optionally work mobiles, can be hidden from viewers with per-department exceptions. The server withholds them, so they never reach the browser at all.
Import what you already have. Export whenever you want.
Getting contacts in Setup
- Guided CSV import maps your columns without reformatting the file first
- A preview shows every row that will be created before anything commits
- Optional Microsoft 365 and Entra sync pulls staff in and keeps them current
- Records typed in by hand are never touched by the sync
Getting contacts out Always
- Full CSV export of the directory at any time, with no request to make
- Printable sheets for the binder, the nurses' station and the night shift
- Reports for internal staff, external contacts and anything overdue for review
- A lapsed account goes read-only rather than locked, so exports still work
Contact management, answered
What makes this contact management software rather than a contact list?
A list stores numbers. Contact management software stores them, tracks who owns and maintains them, and controls who can change them. Care Roster gives every record a category, a set of phone numbers and an email address, an optional note, and a history: who created it, who last changed it, and when it was last verified as correct. Administrators decide who can edit and who can only look up. Records can be searched, filtered, exported and printed. That combination, rather than the storage alone, is what separates contact management from a shared file.
Can it manage our own staff and outside organizations in the same place?
Yes, and it keeps them distinguishable. Every record is marked internal or external, so you can look at just your own staff, just your vendors and partners, or everyone at once. Internal records carry the department and reporting line; external records belong to an organization, so a pharmacy can hold a main line, a fax, an after-hours number and three named people without any of them becoming separate unlinked entries.
How do you keep hundreds of contacts from going out of date?
Care Roster tracks freshness as data rather than leaving it to memory. An editor marks a record as verified and the app stamps who confirmed it and when. You set a re-verify interval, and two reports list everything that is overdue, so a directory of several hundred numbers surfaces its own stale rows instead of quietly rotting until someone dials a disconnected line at 2 a.m.
Can we control who sees personal mobile numbers?
Yes. Personal mobile numbers, and optionally work mobiles, can be hidden from viewers, with per-department overrides when a team genuinely needs them. Hidden numbers are withheld by the server rather than styled out of sight, so they never reach the browser at all. Staff keep control of what the whole agency can see about them while still being reachable by the people who need to reach them.
Does it manage customer or patient records too?
No, and that is deliberate. Care Roster manages the operational contacts an agency works with: staff, vendors, physicians, facilities, funeral homes, interpreters and community partners. There are no patient fields anywhere in it and no way to link a record to a person being served, so it sits alongside the EMR rather than duplicating it, and no HIPAA business associate agreement is required.
Can we bring contacts in from Microsoft 365 instead of typing them?
Yes. Care Roster can read your Microsoft 365 or Entra directory and create records from chosen security groups or the whole directory, including people who exist in the directory with no mailbox. A preview shows exactly what would be added, changed or removed before anything commits, a nightly sync keeps it current, and only records the sync created are ever touched, so anything typed in by hand is left alone. The connection is one-way and read-only, and nothing is written back to Microsoft.
Put your agency's contacts under management
Import what you already have, decide who can edit it, and let the directory tell you when a record needs checking. Free 45-day trial. No credit card, no patient data, every feature included.