The verdict in three sentences
Custom nursing-home software — care records, staff scheduling, family portal — costs EUR 60,000 to 140,000 in 2026, delivered in 6 to 9 months. The family portal cuts front-desk calls by 20 to 40 % and markedly improves satisfaction. Certified health-data hosting, data-protection compliance and care traceability are non-negotiable in long-term care.
2026 budget for a nursing-home group
| Module | Content | Timeline | Budget |
|---|---|---|---|
| Care record | Handovers, vitals, treatments | 3-4 months | EUR 35,000-55,000 |
| Staff scheduling | Rotas, replacements, absences | 2-3 months | EUR 25,000-45,000 |
| Family portal | News, messaging, appointments, invoices | 2-3 months | EUR 20,000-40,000 |
| Multi-site | Group consolidation, per-site rights | +1-2 months | EUR 10,000-25,000 |
| Certified health-data hosting | Certified infra + backup | recurring | EUR 1,000-3,000/month |
Maintenance runs 12 to 18 %/year of the build, i.e. EUR 7,000 to 25,000/year. For a multi-site group, a shared core lowers the cost per facility.
What a family portal changes
| Metric | Without portal | With family portal |
|---|---|---|
| Family calls/day/site | 25-45 | -20 to -40 % |
| Front-desk time used | High | Reduced |
| Info delay to families | Hours/days | Real time |
| Family satisfaction | Variable | Measurably up |
| Written complaints | Frequent | Down |
The portal frees teams from the phone and builds family trust, a strong argument when occupancy is under pressure.
Mini case study
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Mr Delarue runs a 4-facility nursing-home group in Toronto (360 beds). The front desk handles about 140 family calls/day across sites, nearly 2 FTE. Custom software at EUR 120,000 with a family portal cuts those calls by 35 % (~49 calls/day avoided) and redeploys ~0.7 FTE to resident support (≈EUR 2,300/month loaded). Over a year that's ≈EUR 27,600 of redeployed value, plus fewer complaints. A shared core across 4 sites brings the cost to EUR 30,000/facility.
FAQ
Is care traceability mandatory? Yes. Every act, handover and treatment administration must be timestamped and attributable, for quality, compliance and inspections.
Is a family portal data-protection compliant? Yes, on certified health hosting, with consent, encryption and access logging. Health data requires controlled retention and strict rights.
Can we roll out site by site? Yes. We stabilize the core on a pilot facility, then deploy to other sites with group rights and consolidation.
Does scheduling handle replacements? Yes: rotas, absences, replacements and understaffing alerts are core to the staff-scheduling module.
What budget for a single facility? Care record + scheduling + portal for one site lands around EUR 70,000 to 90,000; multi-site optimizes unit cost.
Let's scope your project. Tell us the number of facilities, beds and your priorities (care, scheduling, families); we'll frame a shared core and hosting. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
