Management User Guide

Installing the App

Care App is a web app that can be installed on your phone like a regular app — no app store needed.

On Android (Chrome)

1. Open https://app.care-app.uk in Chrome
2. Tap the three dots menu (⋮) in the top right
3. Tap Add to Home screen or Install app
4. Tap Add or Install

On iPhone / iPad (Safari)

1. Open https://app.care-app.uk in Safari
2. Tap the Share button (the square with an arrow pointing up)
3. Scroll down and tap Add to Home Screen
4. Tap Add

Logging In

1. Open your web browser and go to app.care-app.uk
2. Enter your email address and password
3. Click Sign In

Finding Your Way Around

The left-hand sidebar contains all sections of the app, organised into collapsible groups. Click any group name to expand it and reveal the pages inside. The group containing the page you are currently viewing opens automatically.

Group	Pages inside
Top level (always visible)	Dashboard, Search, Calendar
Client Care	Clients, Diary, Medication, Appointments, Checklists, Emergency Contacts, Handover
Daily Work	Tasks, Timesheets, Staff Chat, Noticeboard, Staff Feedback, Family Messages
Incidents	Incidents, Accident Book, Medication Errors
My Records	My Expenses, My Availability, Training, My Policies, My eLearning
Rota & Scheduling (Management)	Rota, Holiday, Staff Availability, Open Shifts, Staff Absences
Staff (Management)	User Management, Appraisals, Supervision, Staff Wellbeing, DBS Tracking, Recruitment
Care Quality (Management)	CQC Audit, CQC Evidence Pack, EVV Report, Property Locations, Safeguarding, MCA & DoLS, Complaints & Feedback, Reablement
Finance (Management)	Finance, Invoices, Billing Packages
System (Management)	Reports, Power BI, eLearning Courses, Policies, Family Portal, Audit Trail, Membership, Settings

Changing Your Password

1. Click your name or profile icon in the top right corner
2. Select Settings
3. Scroll to the Change Password section
4. Enter your current password, then your new password twice
5. Click Update Password

The Management Dashboard All Plans

The dashboard is your real-time overview of everything happening across your service. It contains several sections:

Today's Shifts — Live Shift Status

The Today's Shifts panel shows every rota shift scheduled for today and the current attendance status for each member of staff.

Indicator	Meaning
Clock badge (green)	Staff member clocked in using the Clock In / Out widget on their dashboard
QR badge (blue)	Staff member scanned the client or property QR code on arrival
Both badges	Staff member clocked in AND scanned QR — doubly verified
Missing (red)	Shift is currently active but no clock-in or QR scan has been recorded — follow up immediately
No check-in (grey)	Shift has ended and no check-in was recorded

The panel also shows:

• Upcoming Today — shifts starting later today with a countdown
• Ad-hoc — staff who have clocked in but have no scheduled shift today
• The clock-in address (where location permission was granted) is shown under the staff member's name

Other Dashboard Sections

• Compliance Reviews — care plans and risk assessments overdue or due within 30 days
• Staff Compliance — DBS and training certificates expired or expiring within 30 days
• Staff Wellbeing — flagged low-mood check-ins awaiting your review
• Handover — the most recent shift handover note
• Quick Actions — shortcuts to add a client, create a task, report an incident, or log medication

Managing Staff Accounts All Plans

Creating a New User

1. Open Staff in the sidebar (Management section), then click User Management
2. Click Add Staff Member
3. Fill in the following details:
   • First name and last name
   • Email address — this will be their login
   • Role: Staff, Team Leader, or Management
   • Staff ID — used for medication log signatures
   • Job title and phone number (optional)
4. Click Save

Editing a Staff Member

1. Open Staff (Management section) and click User Management
2. Click on the staff member's name
3. Click Edit, make your changes, and click Save

Deactivating a Staff Member

When someone leaves your organisation:

1. Open Staff (Management section) and click User Management
2. Click on the staff member's name
3. Click Edit and change their status to Inactive
4. Click Save

Staff Roles Explained

Role	What They Can Do
Staff	View assigned clients, log care notes, log medication, view their own rota, submit holiday and swap requests
Team Leader	All staff permissions, plus view all clients, approve holiday and swap requests, manage rota
Management	Full access including staff management, audit trail, reports, and financial records

Staff Care Skills & Skills Matching All Plans

The care skills system ensures the right staff are matched to the right clients based on their qualifications and specialist competencies.

Adding Skills to a Staff Profile

1. Open Staff (Management section), then click User Management
2. Click on the staff member's name
3. Click the Care Skills tab
4. Click Add Skill and select from the list (e.g. PEG feeding, Makaton, catheter care, epilepsy management)
5. Set the skill status — Trained, In Progress, or Needs Training
6. Add an expiry date if the skill requires periodic renewal
7. Click Save

Setting Required Skills on a Client

1. Open Client Care, click Clients, and select the client
2. Click the Care Skills tab
3. Click Edit Required Skills
4. Select the skills needed to support this client
5. Click Save

Managing Clients All Plans

Adding a New Client

1. Open Client Care in the sidebar, then click Clients
2. Click Add Client
3. Fill in personal details (including NHS Number if applicable), address, emergency contacts, required staff skills, assigned staff, and support plan document if available
4. Click Save

Editing a Client Record

1. Open Client Care, click Clients, and select the client
2. Click Edit on the section you wish to update
3. Save your changes

Archiving a Client

When a client leaves your care, change their status to Inactive rather than deleting them. Their records are retained for compliance purposes.

Medications All Plans

Adding a Medication for a Client

1. Open Client Care, click Clients, and select the client
2. Click the Medications tab
3. Click Add Medication
4. Fill in:
   • Medication name and dosage (e.g. 500mg)
   • Frequency (e.g. Twice daily)
   • First dose time (optional, e.g. 08:00)
   • Start date and end date (if applicable)
   • Instructions (e.g. take with food)
   • Current stock level
   • Low stock alert threshold — you will be notified when stock reaches this level
5. Click Save

Low Stock Alerts

When stock falls to or below the threshold, management and team leaders automatically receive a notification. Check the Medications tab regularly and ensure stock is replenished before it runs out.

MAR Chart Export

1. Open Client Care, click Clients, and select the client
2. Click the Medications tab
3. Click Export MAR
4. Select the date range
5. A PDF will be generated and downloaded

Rota Management Professional Max Supported Living Domiciliary Learning Disability Residential

Adding a Shift

1. Open Rota & Scheduling in the sidebar, then click Rota
2. Navigate to the correct week using the arrows
3. Click the + in the relevant day, or click Add Shift
4. Select the staff member, set start and end time, add location and notes if needed
5. Assign the client(s) the shift covers — this links the shift to invoicing and visit records
6. Click Save

Editing or Deleting a Shift

Hover over a shift in the rota grid and use the action buttons that appear. On mobile, use the list view to manage shifts.

Recurring Shifts

When adding a shift, mark it as Recurring to repeat it weekly. Useful for regular rotas.

Marking Attendance

Attendance is marked automatically when a staff member clocks in via the Clock In widget or scans a client or property QR code. The rota shift is updated to Present instantly — no manual action needed for staff who follow the normal clock-in or QR process.

You can still mark shifts manually as Present or Absent from the rota grid at any time — for example, to correct an absence or mark a shift for a staff member who had a technical issue. Only shifts marked as Present are included when generating invoices.

Approving Shift Swap Requests

1. Open Rota & Scheduling and click Rota
2. Scroll down to the Shift Swap Requests panel
3. Review the request and click Approve or Decline

The requesting staff member will be notified of your decision automatically.

Open Shifts & Bid System Professional Max

Open Shifts lets you post available shifts for staff to bid on — replacing ad-hoc cover requests over WhatsApp or phone.

Posting an Open Shift

1. Open Rota & Scheduling in the sidebar, then click Open Shifts
2. Click Post Shift
3. Set the date, start time, end time, location, required skills (optional), and linked clients (optional)
4. Click Post — the shift immediately appears in the list for all staff to see

Reviewing Bids and Filling the Shift

1. On the Open Shifts page, click the expand arrow (▼) on any shift to see who has bid
2. Each bid shows the staff member's name, optional note, and the time they submitted the bid
3. Click Accept next to the bid you want — the shift is marked Filled and other bidders are not notified automatically
4. Click Cancel shift at the bottom of the expanded panel if the shift is no longer needed

Working Time Regulation (WTR) Alerts Professional Max Supported Living Domiciliary Learning Disability Residential

The rota automatically checks shifts against Working Time Regulation limits and highlights any potential breaches before you publish the rota.

WTR alerts are triggered when:

• A staff member is scheduled for more than 48 hours in a reference week
• A staff member has insufficient rest between shifts (less than 11 consecutive hours)
• A shift exceeds 6 hours without a break being planned

Holiday Management Professional Max Supported Living Domiciliary Learning Disability Residential

1. Open Rota & Scheduling in the sidebar, then click Holiday
2. Find the Holiday Requests section
3. Review each request — check the rota to ensure adequate cover before approving
4. Click Approve or Decline

The staff member will receive a notification with the outcome.

Timesheets All Plans

The Timesheets section gives you a full record of staff clock-ins and clock-outs, including actual times, scheduled times, duration, and location.

Viewing Timesheets

1. Open Daily Work in the sidebar, then click Timesheets
2. Use the filter buttons to view records for Today, Last 7 Days, Last 30 Days, or a custom date range
3. Use the staff dropdown to filter by a specific staff member

Each entry shows the scheduled shift times, actual clock-in and clock-out times, total duration, and the location recorded at clock-in and clock-out (where the staff member permitted location access).

Status Labels

Status	Meaning
Active	Staff member is currently clocked in
Completed	Shift finished — staff member clocked out manually
Auto Out	System automatically clocked the staff member out 15 minutes after their shift end — flagged for review

Editing a Timesheet Entry

1. Find the entry in the list
2. Click the edit icon on the right
3. Adjust the clock-in or clock-out time and add a note explaining the reason
4. Click Save

Adding a Manual Entry

If a staff member forgot to clock in or out, you can add an entry on their behalf:

1. Click Add Entry
2. Select the staff member and the date
3. Enter the scheduled and actual clock-in and clock-out times
4. Add a note explaining the reason for the manual entry
5. Click Add Entry

Shift Types — Sleep-in and Waking Night

When editing or adding a timesheet entry, managers can set the Shift Type to reflect how the shift should be paid:

Shift Type	How Pay Is Calculated
Standard	Hourly rate × hours worked. Overtime multiplier applies for contracted staff who exceed their weekly contracted hours.
Sleep-in	A flat rate per shift (set in the staff member's Finance Profile). Hours are not counted — only the shift count.
Waking Night	Hourly rate × waking night multiplier × hours worked.

EVV Report (Electronic Visit Verification) Professional Max

The EVV Report gives you a GPS-verified record of every clock-in and clock-out, meeting Electronic Visit Verification requirements for commissioners and local authorities.

Reading the Report

1. Open Care Quality (Management section), then click EVV Report
2. Each timesheet row shows a verification status badge:
   • Verified — GPS captured at both clock-in and clock-out
   • Partial — GPS captured at one event only
   • No GPS — no location data recorded
3. Click any row to expand it — you will see the exact GPS coordinates and a View on map link to Google Maps
4. Use the summary tiles at the top to filter the list by status
5. Use the date range and staff name filters to narrow results

Exporting EVV Data

Click Export CSV to download all currently filtered records, including GPS coordinates and addresses, for submission to commissioners or for your own records.

Property Locations QR All Plans

Property Locations lets you create QR codes for shared properties — such as a supported living house or residential unit — where multiple clients live. Staff scan the QR on arrival and departure to log a GPS-verified property-level check-in, independent of any individual client's QR code.

Adding a Property Location

1. Open Care Quality (Management section), then click Property Locations
2. Click Add Location
3. Enter the property name (e.g. "12 Oak Street") and the full address
4. Click Add Location to save

Generating and Printing the QR Code

1. On the Property Locations page, find the location and click Show QR
2. The QR code is generated — it contains a unique token linked to that property
3. Click Download PNG to save an image of the QR code with the property name below it
4. Print the PNG and laminate it — display it at the property in a place visible to staff on arrival (e.g. inside the front door or on the staff noticeboard)

Viewing Check-In Logs

1. On the Property Locations page, expand the location card
2. Click Recent check-ins to view a log of all staff arrivals and departures
3. Each entry shows the staff name, whether it was a check-in or check-out, the timestamp, the GPS address, and a View on map link to Google Maps

Voice Dictation All Plans

Voice dictation lets staff speak their notes instead of typing — the speech is transcribed in real time. This is particularly useful during or immediately after a care visit when typing is inconvenient.

The Dictate button (microphone icon) appears on the following forms:

• Diary / Care Notes — content field
• Incident Reports — description and actions taken fields
• Safeguarding Records — description and immediate action fields
• Care Plan sections — each section has its own Dictate button

My Care Plan Portal (Service User Portal) All Plans

The My Care Plan Portal gives service users their own secure login to view their care plan in read-only format — supporting transparency and the right to see their own records.

Granting Portal Access

1. Open Client Care, click Clients, and select the client
2. Click the My Care Plan Portal tab
3. Click Grant Portal Access
4. Enter the service user's email address and a display name
5. Click Grant Access

The service user will receive a welcome email with their login details. They log in at app.care-app.uk/service-user/login — this is entirely separate from the staff login page.

What the Service User Can See

• Their active and under-review care plans (read-only)
• They cannot edit anything or see other clients' records

Suspending or Removing Access

1. Go to the client's My Care Plan Portal tab
2. Click Suspend to temporarily block access (re-enable with the same button)
3. Click Remove to permanently delete the portal account

Tasks All Plans

Creating a Task

1. Open Daily Work in the sidebar, then click Tasks
2. Click Add Task
3. Fill in the title, description, assigned staff member, due date, and priority
4. Click Save

The assigned staff member will receive a notification.

Staff Chat All Plans

Staff Chat is a real-time team-wide channel visible to all staff in your organisation. It is not client-specific — it is a general communication channel for the whole team.

1. Open Daily Work in the sidebar, then click Staff Chat
2. Type your message in the box at the bottom and press Enter to send (or click the send button)
3. Press Shift+Enter to start a new line within a message

Finance, Expenses & Revenue Professional Max Supported Living Domiciliary Learning Disability Residential

Approving Expenses

1. Open Finance in the sidebar (Management section), then click Finance
2. View pending expense claims submitted by staff
3. Click on a claim to view details and any attached receipts
4. Approve or decline each claim

Finance Profiles — Staff Pay Rates & Payroll Details

Finance profiles store all payroll-relevant information for each staff member. These rates are used when running payroll and when generating invoices to calculate your margin.

1. Open Finance (Management section), then click Finance
2. Click Finance Profiles
3. Select a staff member and click Edit Profile
4. Complete the following fields:
   • Hourly Rate — base pay rate used for all standard hours
   • Contract Type — Full Time, Part Time, Zero Hours, or Bank. Overtime applies only to contracted staff.
   • Contracted Hours / Week — weekly contracted hours (Full/Part Time only)
   • NI Number — included in payroll exports for HMRC reporting
   • Tax Code — e.g. 1257L, included in payroll exports
   • Payroll Number — your internal payroll reference for this staff member
   • Overtime Multiplier — rate multiplier applied to hours above contracted threshold (e.g. 1.5 for time-and-a-half)
   • Weekend Multiplier — rate multiplier for Saturday/Sunday shifts
   • Bank Holiday Multiplier — rate multiplier for UK bank holiday shifts
   • Waking Night Multiplier — rate multiplier for waking night shifts
   • Sleep-in Flat Rate — fixed £ amount paid per sleep-in shift
5. Click Save

Outgoings Log

The Outgoings tab lets you record business expenses that are not staff expenses — for example, insurance, software subscriptions, vehicle costs, or equipment purchases. These are tracked separately from staff expense claims and feed into the Balance tab's Money Out total.

1. Open Finance (Management section), then click Finance
2. Select the Outgoings tab
3. Click Add Outgoing
4. Enter a description, amount, category (e.g. Insurance, Equipment, Software, Vehicle, Other), and date
5. Click Save

The Outgoings tab shows summary cards for this month and all time, with a breakdown by category. The full list of entries is displayed in a table below with a running total.

Revenue & Margin Report

The revenue report gives you a real-time view of your organisation's financial performance — income, staff costs, and margin across all clients and billing packages.

1. Open Finance (Management section), then click Finance
2. Select the Revenue Report or Reports tab
3. Filter by date range, client, or payer type
4. The report shows total charged, total staff cost, and gross margin — both in pounds and as a percentage

Exporting to Xero or Sage

Invoice data can be exported in a format compatible with Xero and Sage 50 for use in your existing accounting software.

1. Open Finance (Management section), then click Invoices
2. Select the invoices you want to export (use the date range filter or select individually)
3. Click Export and choose Xero CSV or Sage 50 CSV
4. The file will download — import it into your accounting package as a batch of sales invoices

Payroll & Pay Statements Professional Max Supported Living Domiciliary Learning Disability Residential

The payroll run calculates gross pay for every staff member for any date range you choose, broken down by earnings type. It reads directly from approved timesheets and finance profiles — no manual data entry is required.

Running Payroll

1. Open Finance (Management section), then click Finance
2. Select the Payroll tab
3. Choose your payroll Period Start and Period End dates
4. Click Run Payroll
5. The table shows each staff member's gross pay broken down by: Basic Pay, Overtime, Weekend, Bank Holiday, Waking Night, Sleep-in, and SSP
6. Amber BH badges indicate shifts that were auto-detected as bank holidays. Purple badges show sleep-in shifts. Blue badges show waking night hours.

Statutory Sick Pay (SSP)

SSP is calculated automatically for contracted staff (Full Time or Part Time) whose weekly earnings meet the HMRC Lower Earnings Limit (£123/week for 2024/25).

• The first 3 days of any sick absence are waiting days and do not qualify for SSP
• SSP is paid at £116.75/week (HMRC rate 2024/25)
• SSP appears as a separate line in the payroll run and in the pay statement
• Sick absences are logged in Rota & Scheduling → Staff Absences

Pay Statements

A formatted pay statement can be generated for any staff member from the payroll table:

1. After running payroll, find the staff member's row in the table
2. Click the document icon on the right of the row
3. A pay statement opens showing: pay period, employee details, NI number, tax code, earnings breakdown by type, gross total, and a PAYE disclaimer note
4. Click Print / Save PDF to print or save to PDF using the browser's print dialogue

Payroll Software Exports

After running payroll, click Export and choose from eight supported formats:

Software	Format notes
BrightPay	CSV with NI number, tax code, regular and overtime split — ready for BrightPay's employee import
Moneysoft Payroll Manager	CSV matching Moneysoft's import column layout including payroll number
QuickBooks Payroll	Employee earnings CSV compatible with QuickBooks Online Payroll UK
Xero Payroll	Pay element rows per earnings type, compatible with Xero Payroll (AU/NZ) — note: Xero UK does not have a Payroll API, so this is a manual import file
Sage Business Cloud Payroll	CSV matching Sage's employee import format with pay element columns
FreeAgent	Payroll CSV in FreeAgent's import format
IRIS / 12Pay	Pay element CSV compatible with IRIS Payroll and 12Pay

Invoices and Billing Packages Domiciliary Residential Professional Max

Billing Rate Types

Rate types define the different rates your organisation charges — for example, a weekday rate, weekend rate, or bank holiday rate. Set these up first before configuring billing packages.

1. Open Finance (Management section), then click Billing Packages
2. Click Rate Types to manage the rate categories your organisation uses
3. Add a name for each rate type (e.g. Weekday, Weekend, Bank Holiday)
4. Optionally set the days and time windows that rate applies to — the system will automatically apply the correct rate to each shift when generating invoices

Billing Packages

Billing packages group together the rates that apply to a particular payer (e.g. a local authority or private client).

1. Open Finance (Management section), then click Billing Packages
2. Click Add Package
3. Name the package and add a rate for each rate type (e.g. £18.50/hr weekday, £22.00/hr weekend)
4. Assign the package to a client via the client's profile

Billing Assignments — Split Billing

Some clients have funding from multiple payers — for example, a local authority covering weekday visits and a private arrangement covering evenings. Billing assignments let you configure exactly how each payer is billed.

1. Open Client Care, click Clients, and select the client
2. Click the Billing tab, then click Add Assignment
3. Select the billing package that applies to this payer
4. Set the Payer Type (e.g. Local Authority, ICB, Private)
5. If this payer covers a percentage of each visit cost (e.g. Local Authority pays 70% of every shift), enter a Funding Split %
6. Optionally restrict the assignment to specific rate types or days of the week
7. Mark one assignment as the Default — this is used when generating a single invoice for the client
8. Click Save

Generating an Invoice

Invoices are generated from actual worked hours. The system uses completed timesheets (clock-in records linked to the client) as the primary source, and falls back to rota shifts marked as Present for any shifts not covered by a timesheet. This means invoices accurately reflect hours actually delivered — not just what was scheduled.

1. Open Finance (Management section), then click Invoices
2. Click Generate Invoice
3. Select the client and the date range (e.g. 1 May – 31 May)
4. If the client has multiple payers, click Generate for All Payers to create a separate invoice for each billing assignment automatically
5. Click Generate Draft Invoice
6. Review the line items — each shift shows hours, rate charged, staff cost, and margin
7. Update the status to Sent when you have issued it to the payer

Tracking Invoice Status

Status	Meaning
Draft	Invoice created but not yet sent
Sent	Invoice issued to the payer
Paid	Payment received
Overdue	Payment not received by the due date
Cancelled	Invoice voided

DBS & Training Expiry Tracking All Plans

The DBS Tracking section helps you monitor the Disclosure and Barring Service check status for all staff. The app also tracks training certificate expiry dates, giving you one place to manage all compliance-critical renewal deadlines.

DBS Checks

1. Open Staff (Management section), then click DBS Tracking
2. You will see a list of all staff with their DBS certificate number, issue date, and expiry status
3. Staff whose DBS is expiring within 90 days are highlighted in amber — staff with expired certificates are shown in red
4. To update a DBS record, click on the staff member and edit their DBS details

Training Expiry Alerts

Training records added to staff profiles are monitored for expiry. The app sends automatic alerts when a certificate is approaching or has passed its renewal date.

1. Open Staff (Management section), then click User Management
2. Click a staff member, then click the Training tab
3. Add training records including the course name, date completed, and expiry date
4. Alerts are sent automatically at 90, 30, and 7 days before expiry, and again once expired

Staff Wellbeing Check-ins All Plans

Staff Wellbeing Check-ins allow your team to log a daily mood rating so you can spot patterns of stress or burnout before they become a problem.

Reviewing Check-ins

1. Open Staff (Management section), then click Staff Wellbeing
2. The dashboard shows all recent check-ins. Use the filter tabs to view Needs Review, All, or Resolved check-ins
3. Check-ins with a mood rating of 1 or 2 (out of 5) are automatically flagged and appear under Needs Review
4. Click Mark Reviewed on a check-in once you have followed up with the staff member — this moves it to Resolved

Policy Management All Plans

Use the Policies section to upload and distribute policies to your staff. Staff can read and formally acknowledge each policy through the app.

Creating a Policy

1. Open System (Management section), then click Policies
2. Click Add Policy
3. Enter the policy title, category, and content (or paste your policy text)
4. Select which roles the policy applies to (All Staff, Team Leaders, Management)
5. Click Publish

Tracking Acknowledgements

1. Open a policy and click View Acknowledgements
2. You can see which staff have read and acknowledged the policy and when
3. Staff who have not yet acknowledged are shown separately — send reminders as needed

CQC Evidence Pack Professional Max

The CQC Evidence Pack compiles evidence across all five CQC domains in one click — ready for inspections, self-assessments, or provider information requests.

Generating a Pack

1. Open Care Quality (Management section), then click CQC Evidence Pack
2. Set the From and To dates for the period you want to cover
3. Click Generate Evidence Pack — the app queries all relevant records and compiles them
4. Use the domain tabs to navigate between Safe, Effective, Caring, Responsive, and Well-Led
5. Each tab shows a table of records from that period. Click Export CSV on any tab to download that domain's data

What each domain includes

• Safe: incident reports, medication errors, safeguarding referrals
• Effective: care plans created/updated, training completed, supervision sessions
• Caring: diary/care notes, staff wellbeing check-ins, complaints & compliments
• Responsive: handover notes, tasks completed
• Well-Led: internal CQC audits, DBS records

Client Deterioration Alerts Professional Max

The system automatically scans records daily and raises a deterioration flag when a client shows patterns that may indicate a decline in health or wellbeing.

What triggers a flag

• 3 or more medication refusals in the past 7 days for a single client
• 2 or more incidents in the past 7 days for a single client

Responding to a flag

1. A notification appears in the app and the flag is shown on the Dashboard
2. Review the client's recent records — medication logs, diary notes, and incident reports
3. Take appropriate action (contact the client's GP, update the care plan, notify the family)
4. Mark the flag as Resolved from the Dashboard once action has been taken

Recruitment Max

The Recruitment module lets you manage job postings and track applicants through a hiring pipeline.

Creating a Job Posting

1. Open Staff (Management section), then click Recruitment
2. Click Add Job Posting
3. Fill in the job title, description, contract type, location, and salary details
4. Set the status to Open to make it active
5. Click Save

Managing Applicants

1. Open a job posting
2. Click Add Applicant to log a new application
3. Enter the applicant's name, email, phone, and any notes
4. Use the stage dropdown to move the applicant through the pipeline: Applied → Screening → Interview → Offer → Hired / Rejected
5. Add notes at each stage to record decisions and outcomes

eLearning Courses Max

The eLearning section lets you create and publish online training courses for your staff.

Creating a Course

1. Open System (Management section), then click eLearning Courses
2. Click Add Course
3. Enter the course title and description
4. Add lessons — each lesson has a title, written content, and an optional video link
5. To add another lesson, click Add Lesson
6. Tick Mandatory if all staff must complete this course
7. When ready, tick Published and click Save

Monitoring Progress

1. Open a course and click View Progress
2. You will see a list of all staff with the number of lessons they have completed out of the total
3. Staff who have completed all lessons and received a completion badge are shown with a tick

Reablement & Outcomes Reporting Max

The Reablement section gives you a high-level view of client outcomes, goal progress, and wellbeing trends across your caseload.

1. Open Care Quality (Management section), then click Reablement
2. Use the client filter to view results for a specific client or across all clients
3. The report shows:
   • Overall visit outcomes (achieved, partial, not achieved)
   • Mood trends by month
   • Goal progress by category
   • A summary table per client with outcome rates
   • Recent visit logs showing individual outcome notes

Power BI Integration Max

The Power BI section allows you to connect your Care App data directly to Microsoft Power BI or any other tool that can consume JSON data feeds.

Generating Your API Key

1. Open System (Management section), then click Power BI
2. Click Generate API Key
3. Your unique API key will be displayed — copy and store it securely

Connecting to Power BI Desktop

1. Open Power BI Desktop
2. Click Get Data → Web
3. Copy one of the endpoint URLs from the Dataset Endpoints section of the Power BI page and paste it into the URL field
4. Power BI will fetch the data and parse it as a table
5. Repeat for each dataset you want to include in your report
6. Set up Scheduled Refresh in Power BI Service to keep your reports up to date automatically

Available datasets include: Timesheets, Rota/Shifts, Incidents, Care Diary, Clients, Training Records, Medication Logs, Complaints, and Visit Outcomes.

Audit Trail All Plans

The audit trail is a full log of all significant actions in the system — who did what and when.

1. Open System (Management section), then click Audit Trail
2. Filter by user, date range, or action type
3. Use this to investigate concerns or demonstrate compliance during inspections

Notifications All Plans

The bell icon in the top right shows your notifications. As a manager you will be notified about:

• Shift swap requests requiring approval
• Holiday requests requiring approval
• Low medication stock alerts
• DBS and training certificates approaching expiry
• Task updates
• Client deterioration flags (repeated medication refusals or incidents)
• Staff wellbeing check-ins flagged for review

The AI Support button (robot icon) in the header bar opens the in-app AI assistant — it can answer questions about any feature at any time.

Search All Plans

The magnifying glass icon allows you to quickly find clients, staff, care notes, and medication logs by name or keyword.

Signing Out

1. Click your name or profile icon in the top right
2. Select Sign Out

Always sign out when finished, especially on shared or public devices.

Tips for Managers