Guides

1. If your manager has given you the shift log, Your shift log shows on Today while your shift is on.
2. Tap Log it.
3. Put in how many were expected and how many are on shift, plus any sickness or agency.
4. Tap Save. Tap Change it if a number changes later.

No Your shift log on Today? It hasn’t been given to you, and someone else logs it.

When it’s done

Your shift log says Logged by you, with the time.

If it doesn’t work

• There’s no Your shift log on Today: it isn’t yours to log this shift.
• You got a number wrong: tap Change it, put it right and save again.

1. On Today, This shift shows the shift that’s on now.
2. Tap Log it beside the shift log.
3. Put in how many were expected and how many are on shift, plus any sickness or agency.
4. Tap Save.

You can log any shift, not only the one on now.

When it’s done

The shift log says Logged by you, with the time.

If it doesn’t work

• You need to log an earlier shift: it’s listed on Today while it can still be logged. Tap Log it beside it.
• You got a number wrong: open the log again, put it right and save.

1. On Today, This shift says how many checks are done and how many are late.
2. Tap a name to see that person’s checks. Not allocated holds the ones nobody has.
3. Tap Do it to do one yourself, or Show all for the whole list.

When it’s done

You can see each person’s late checks, each with a button to do it.

If it doesn’t work

• A check sits under Not allocated: do it yourself, or ask a Manager to allocate it.

1. Today opens when you sign in. Tap Today in the menu to get back to it.
2. The Handover board is at the top: the notes for this shift and what’s coming up. A Senior finds it inside This shift, with a one-line summary at the top of Today.
3. Getting started, Policies to read and Your induction show while you have something in them.
4. Checks allocated to you lists the checks that are yours today. Tap Do it to open one.
5. Your Actions lists the Actions that are yours or that you raised.

When it’s done

You can see your checks, your Actions and the handover notes without going anywhere else.

If it doesn’t work

• Checks allocated to you is empty: nothing is yours today. Ask the person in charge if you expected something.
• Something you just did still shows: pull down or reload the page.
• You see a Senior’s sections and shouldn’t, or the other way round: your access level is wrong. Ask a Manager.

1. The line under Today says how much needs you. Tap any part of it to jump there.
2. Since you were last in lists what has been added to the registers since your last visit.
3. Act now holds what has expired, lapsed or gone overdue, people at risk first.
4. Due today lists today’s checks and who has them. Coming up holds reviews and gaps to get to soon.
5. Needs your sign-off holds the work waiting for you to check it.

When it’s done

You know what’s urgent, what’s due today and what’s waiting for you.

If it doesn’t work

• Act now says nothing has expired or lapsed: that’s good news, not a fault.
• A section is still loading: give it a few seconds. If it doesn’t appear, reload the page.

1. Getting started is at the top of Today for your first days. It lists the first things to do at your level.
2. Tap Open it to go straight to a step, or How do I… for its guide.
3. Each step ticks itself the first time you do it. You don’t tick anything by hand.
4. To hide it, tap Hide this, then Hide it.
5. To bring it back, open Menu, then Guides, and tap Show Getting started again.

When it’s done

Each step you’ve done shows as done with the date. When they’re all done it says so, and it goes from the next day.

If it doesn’t work

• A step didn’t tick: it ticks when you do the thing itself, such as raising a real Action. Opening the page isn’t enough.
• You hid it by mistake: Menu, Guides, Show Getting started again.

1. If you’re on a shift role, such as Senior carer on duty, Today says who holds it this shift.
2. Nobody holds it yet: tap Take charge. Someone else holds it and you’re taking over: tap Take over.
3. When you hand over or leave, tap Stop being, followed by the role’s name.

A Manager puts people on a role in Settings, then Roles.

When it’s done

Today says You’re the role for this shift, with the time you took it.

If it doesn’t work

• There’s no Take charge on Today: you aren’t on any shift role. Ask a Manager to add you in Settings, then Roles.
• It says Nothing was saved: tap the button again. If it keeps happening, reload the page.

1. On Today, each shift’s log is a line in Due today. Tap Log it.
2. Put in how many were expected and how many are on shift, plus any sickness or agency.
3. Tap Save.
4. A shift not logged within 24 hours goes to Act now as missed. You can still log it while Today lists it.

When it’s done

The shift’s line says Logged, with who logged it and when.

If it doesn’t work

• The shift isn’t listed any more: it’s too long ago to log from Today. Note why it was missed instead.
• You got a number wrong: open the log again, put it right and save.

1. A missed shift log shows on Act now. Tap Show them, or open Checks and then Missed checks.
2. Under shift logs missed, tap Note why beside one, or Note why for all to give one reason for every miss.
3. Say why in a sentence. Use initials, never names.
4. Tap Save the note, or Save for all.

When it’s done

It says Noted, and the miss leaves Act now. The miss stays on record with your reason.

If it doesn’t work

• There’s no Note why: nothing is missed, or you aren’t a Manager or the Owner.
• It says Nothing was saved: check you wrote a reason, then try again.

1. Act now on Today lists what has expired, lapsed, gone red or overdue, people at risk first.
2. Tap a line’s button to open it beside Today. Allocate gives it to someone: pick them under Allocate to.
3. Open where it lives takes you to the register or check itself.
4. A check you can’t get to today: in Due today, tap ••• beside it, then Not today. It moves to the next weekday in its week.

When it’s done

An allocated line shows its new owner. A line you dealt with leaves Act now.

If it doesn’t work

• There’s no Not today: the check has no later weekday left in its week, so it can’t move.
• A line won’t leave Act now: the thing behind it still needs doing, such as an expired certificate. Fix it where it lives.

1. The app spots patterns across the registers, such as falls rising for one resident. They show as Worth a look on Today and on Patterns & Insights.
2. Open Reports, then See patterns, to read each one and its facts.
3. Tap Acknowledge. Say what you’re doing about it, or why it’s fine.
4. Tap Acknowledge with this note.

When it’s done

It says Acknowledged and moves to Acknowledged with your name and the date. It stays there while the pattern holds.

If it doesn’t work

• It won’t save: write what you’re doing about it first. The note is needed.
• There’s no Acknowledge: only the Owner and Managers can mark a pattern seen.

1. This is only for someone who works in more than one home.
2. Tap the home’s name at the top of the menu. Your homes lists each one.
3. Tap the home you want.
4. Managers and the Owner can also open Set up the home, then Your homes, to see them all together.

When it’s done

The home’s name at the top changes, and Today shows that home.

If it doesn’t work

• There’s no list of homes: you’re in one home only.
• It says Could not switch home: reload the page and try again.

1. On a computer, click Search everything at the top of the menu, or press ⌘K (Ctrl K on Windows). On a phone, tap the magnifying glass at the top.
2. Type a word: a page, a register or an action card.
3. Use the arrow keys or tap a result to open it. Esc closes the search.

When it’s done

The page you picked opens.

If it doesn’t work

• Nothing comes up: try a shorter word, such as fridge rather than fridge temperatures.
• A page you expected isn’t there: it may not be open at your level.

1. Open Look it up, then Calendar. It shows what’s due: reviews, renewals and checks, with the diary.
2. Switch between Month and List at the top.
3. Tap a day to see what’s on it.
4. Managers and the Owner can add a diary entry: in List, tap Add a diary entry, say what it is, then tap Add to the diary.

When it’s done

The day shows its entries. A diary entry you added shows on its day.

If it doesn’t work

• There’s no Add a diary entry: only the Owner and Managers can add to the diary.
• An entry is missing: it may be in the past. Past ones are folded away in List.

1. Open Reports, then Open the briefing.
2. It pulls the month together: residents, staffing, clinical trends and what needs your attention.
3. Tap Save as PDF to keep a copy or print it.

When it’s done

The briefing shows the date it was put together, and a PDF saves when you ask for one.

If it doesn’t work

• The page is empty: it’s for the Owner and Managers only.
• A number looks wrong: it comes from the registers. Check the register entry it counts.

1. Open Today. Staff and Seniors see Checks allocated to you. Managers and the Owner see Due today, with every check due across the home.
2. Tap Checks in the menu for every check the home runs, with today’s at the top.
3. Daily, Weekly, Monthly, Quarterly and Annually sit along the top. Tap one to see those checks.
4. Use the area buttons, or Find a check, to narrow the list.
5. Anything due today shows on Today as well, so you don’t have to look in two places.

When it’s done

Checks shows today’s checks at the top, each with a button to do it or open it.

If it doesn’t work

• A check you expected isn’t there: it may be allocated to someone else, or not due today. Tap Weekly or Monthly to look.
• An area button is still selected: tap All areas.
• The list looks out of date: reload the page.

1. Each check has a short name in bold, saying what is checked and what is done to it, like Fire door closure check.
2. The line under it says what passing means, like closing properly, not wedged, seals intact.
3. Open the check to see where its answer is written and what was recorded last time.
4. The record keeps the check’s full wording, so nothing is lost when the name is shorter.

When it’s done

You can tell what each check is for from its name and the line under it.

If it doesn’t work

• A name reads differently from what your home calls it: a Manager can change it under Edit checks.
• You need the full wording for an inspection: it’s on the record, in the check’s history.

1. On Today or Checks, tap Do it beside the check. It opens at the side.
2. Under Answer it, if all is well, tap the first answer. That records it in one tap.
3. If something’s wrong, tap the second answer and write what you found. It drafts an Action so someone puts it right. Keep it ticked, or untick it if you put it right there and then.
4. Tapped the wrong answer? Tap Undo straight away. It shows for about 10 seconds.
5. Done it again later the same day? Open the check and tap Add another entry. Use initials for residents, never names.

When it’s done

The panel says Recorded, and the check shows Done by you with the time. On Today it moves into Done today.

If it doesn’t work

• Undo has gone: ask a Manager or the Owner to reopen the check, with the reason.
• It won’t save: you may have lost signal. Try again once you have it. It isn’t saved until it shows as done.
• The answer needs a reading, like a temperature: see Record a daily log.

1. Anything waiting for you shows on Today under Needs your sign-off.
2. Tap Check it, read the entry, and tap I’ve checked this.
3. For an Action that’s been done, tap Review and say what you looked at.
4. You can’t check your own work. Someone else does that.

Every entry waiting is listed together under Home, Governance, Entries to check. Each one is already in the register: checking it says you’ve seen it, and whether it needed correcting.

When it’s done

The entry leaves Needs your sign-off and shows who checked it.

If it doesn’t work

• There’s no I’ve checked this: it’s your own entry, and someone else checks it.
• The entry looks wrong: don’t tick it. Raise an Action, or tell whoever made it.

1. When someone finishes a checklist, it shows on Today under Needs your sign-off.
2. Open it and look through the answers, and any Actions it raised.
3. Tap Mark reviewed.

When it’s done

The checklist leaves Needs your sign-off and shows as reviewed.

If it doesn’t work

• There’s no Mark reviewed: it’s your own checklist, and someone else signs it off.
• An answer looks wrong: ask a Manager to reopen it instead of signing it off.

1. Open Checks and tap Do it beside the check.
2. Under Allocate to, choose a person, a level or a role.
3. Tap Allocate. It shows on their Today from then on.

When it’s done

The check shows who it’s allocated to, and it’s on their Today.

If it doesn’t work

• The person isn’t in the list: they have to accept their invite first.
• You picked the wrong person: open the check again and change Allocate to.

1. Open the check: tap Open beside it on Today or Checks.
2. Tap Reopen it.
3. Under Why are you reopening it?, say why. This is needed.
4. Tap Reopen with this reason. The check is due again.
5. For a recorded checklist, open it and tap Reopen it in the same way.

When it’s done

The panel says Reopened. The first answer stays on the record, with who reopened it, when and why.

If it doesn’t work

• There’s no Reopen it: only a Manager or the Owner can reopen a check.
• Undo is still showing: if it was your own answer a moment ago, Undo is quicker.
• Reopen with this reason stays grey: write the reason first.

1. Tap Do it beside the check. A checklist opens at the side with its lines.
2. One that goes room by room asks first: tap Start the checklist. It picks the rooms that have waited longest, so change any you want, then tap Start.
3. Answer each line Pass, Fail or N/A. A Fail asks what was wrong. Every answer is kept as you go. In a room-by-room checklist, the menu at the top (Room 1 · 3 of 18) moves between rooms.
4. Need to stop? Tap Finish later. You, or anyone on shift, can open the check again and carry on where it was left.
5. If you see “Priya is working through this · last answer 11:42”, someone else answered in the last 10 minutes. Check with them before you start, so you don’t both do it.

When it’s done

The top line counts what’s answered, like 12 of 21 answered, and the check’s line on Today and Checks says who started it.

If it doesn’t work

• An answer shows “That answer wasn’t kept. Try again.”: you may have lost signal. Tap the answer again once you have it.
• A room you need isn’t in the list: it has to be on Rooms & Areas first. Ask a Manager.
• Finish later isn’t there: it shows once you’ve answered at least one line.

1. Open the checklist from its check.
2. On a computer, tap Open full screen for more room. Your answers carry over. Tap Leave full screen to go back.
3. To work on paper, tap Print a paper copy at the bottom of a room-by-room checklist once it has started. It prints every line with room to write.
4. Answers on paper don’t count until someone enters them in the app.

When it’s done

The checklist fills the screen, or the paper copy opens ready to print.

If it doesn’t work

• There’s no Open full screen on a phone: the checklist already fills the screen.
• There’s no Print a paper copy: it shows on room-by-room checklists once they’ve started.
• Nothing prints: check the printer, or save it as a PDF from the print window.

1. Answer every line. Until then, the line under the button says what’s still to answer.
2. A short checklist: tap the button at the bottom, like Sign off this week’s eMAR review. The panel says before you tap if a failed line will raise an Action.
3. A room-by-room checklist: if anything failed, tap Finish the, then its name. Before you record it lists each failed line.
4. For each failed line, keep Raise an Action ticked and choose How urgent and By when. If you put it right on the spot, untick it and say what you did.
5. Tap Record. If it raises Actions, the button says how many.

When it’s done

The checklist shows What was recorded, with any Actions it raised. A Senior or Manager then signs it off from Today.

If it doesn’t work

• The button stays grey: read the line under it. It says what’s missing, like 3 lines still to answer.
• A Fail needs a note before it records: write what was wrong on that line.
• You can’t choose who deals with an Action: only Managers and the Owner allocate. It goes to Actions for them.

1. Open Checks and tap Weekly, Monthly, Quarterly or Annually.
2. Tap Change which day a check falls on, Change which week a check falls in, or Change which month a check falls in.
3. Pick the day, week or month beside the check. It stays there every time; the rest spread around it.
4. Any day hands it back to the app. Let the app choose again does the same for a check you placed yourself.

When it’s done

The check sits on the day, week or month you chose, on Checks and on Today.

If it doesn’t work

• There’s no Change which… link: only Managers and the Owner can move checks.
• Daily checks can’t be moved: they’re due every day.
• Someone did it on a different day: that’s fine. A check can be done on any day of its week or month, wherever it sits.

1. On Today, find the check under Due today or Checks allocated to you.
2. Tap the three dots beside it (More for…).
3. Tap Not today. It moves to the next weekday in its week or month. No reason is asked.

Managers and the Owner can move any check. Everyone else can move the checks allocated to them.

When it’s done

The check leaves today’s list and shows on the next weekday instead.

If it doesn’t work

• There’s no Not today: the check has no later weekday left in its week or month, or it isn’t yours to move.
• It says “That didn’t move. Try again.”: reload the page and try once more.

1. Open Checks and tap Edit checks.
2. Tap Edit beside the check, then change What it’s called here, How often, or Whose job is this check?.
3. If your home doesn’t do it, tap This doesn’t apply here and say why. It comes off the list.
4. Tap Save changes, then Stop editing.
5. To bring one back, go to Settings, Checks & tasks, and tap Bring it back beside it under Checks you’ve turned off.

When it’s done

The check shows its new name or timing. A switched-off check leaves Checks and Today, and its reason is kept.

If it doesn’t work

• Save changes stays grey: nothing has changed yet, or a switched-off check still needs its reason.
• An automatic check has no Edit: it follows its register.
• There’s no Edit checks: only Managers and the Owner can change checks.

1. Open Checks and tap Daily, Weekly or whichever it should be.
2. Tap Add a check, and describe the check in the first box.
3. If it should write somewhere, choose a page or register under Where should this feed?. Add a prompt for whoever does it, if that helps.
4. Tap Add task.
5. To change it or remove it later, use Edit checks, then Edit beside it. Delete for good removes a check your home added.

When it’s done

Your check shows on Checks under the frequency you picked, ready to allocate.

If it doesn’t work

• Add task does nothing: the description is empty.
• You need a checklist with lines, not a single tick: see Build a checklist.

1. When the home is set up, the app asks a few questions, like Is laundry done on site?.
2. Answer Yes or No to each. What your answers suggest shows the checks that would come off.
3. Tap Apply these. Nothing changes until you do.
4. Tap Done — open the workspace when you’re finished.
5. You can add anything back later in Settings, Checks & tasks.

The app starts with every check a care home might need. Answer what you can: each answer shows what it would take off the list.

When it’s done

Checks lists only the checks that apply to your home.

If it doesn’t work

• You answered one wrongly: change the answer and apply again, or bring the check back in Settings.
• It says “Could not apply those”: reload the page and try again.

1. Missed checks show on Today under Act now. Tap Show them.
2. Each one has Do it now and Note why. Note why for all covers a whole group.
3. Under Why was it missed?, write the reason.
4. Tap Save the note, or Save for all.

A check is missed when its week, month, quarter or year ends without it being done (counted from September 2026). It stays on Act now until it’s done in a later period, or you note why.

When it’s done

It says Noted. It’s off Act now. The reason stays with the missed check on the record.

If it doesn’t work

• It says “Nothing was saved – try again.”: reload and try once more.
• The check can still be done: tap Do it now instead. It comes off Act now once it’s done in a later period.

1. Open Settings and tap Data & updates.
2. Under Check updates, tap Review check updates. It only shows when there’s something to review.
3. Tap See both to compare your wording with the newer standard wording.
4. Tap Take the new wording, or Keep mine, one check at a time.

A check you accepted from a risk assessment keeps the wording it had on the day. Past ticks and evidence keep the wording they were done against, whichever you pick.

When it’s done

The check leaves the list. Kept yours? It won’t be offered again unless the standard changes.

If it doesn’t work

• Nothing to review: every check you took from a risk assessment is on the current wording.
• You’re worried about past ticks: they keep the wording they were done against, whichever you choose.

1. Open Set up the home, then Printable check codes.
2. Every daily and weekly check is ticked to start with. Tick or untick the ones you want. Clear all empties a group.
3. Tap Print, then print the page.
4. Cut the codes up and stick each one by what it’s about: the trolley, the sluice, the fire panel.

Whoever scans a code signs in and lands on that check, ready to fill in.

When it’s done

You have a printed code for each check you picked. Scanning one opens that check.

If it doesn’t work

• A code for an automatic check does nothing: those answer themselves from your registers.
• The app’s address changes later: codes printed today keep working.

1. Open your phone’s camera and point it at the code stuck up by the thing to check.
2. Tap the link that appears. Sign in if it asks.
3. The check opens, ready to answer. Answer it as you would on Today.
4. Tap Today’s checks to see the rest of today’s list.

A checklist is worked through line by line, so what you found is on the record against each thing you looked at. A fail can raise its own Action.

When it’s done

The check shows as done, the same as if you’d ticked it on Today.

If it doesn’t work

• It says Nothing to tick here: that check answers itself from your registers. There’s nothing to do.
• The camera shows no link: hold the phone steady and closer, in good light.
• It asks you to sign in every time: sign in once in your phone’s browser and stay signed in.

1. Open Home, Governance, Checklists.
2. To use a ready-made one, open Start from the library and tap Use this one, or Add all.
3. To make your own, tap Build a checklist, give it a name and say how often, then add its lines with Add a line.
4. Under How is it worked through?, choose once straight through, or room by room, resident by resident or item by item. Tap Save the checklist.
5. To change one later, tap Edit beside it. Put them back restores lines still in the library. Delete this checklist removes it; audits already done stay on the record.

When it’s done

The checklist is listed on Checklists, ready to work through, and on its check if it completes one.

If it doesn’t work

• It says “Give it a name first”: the checklist needs a name before it saves.
• Nobody can work through it yet: it needs at least one line.
• You can’t edit a checklist: only Managers and the Owner can.

1. Open Settings and tap Data & updates.
2. Under Checklist updates, tap Review checklist updates. It only shows when the library version has moved on.
3. Beside the checklist, tap Use the standard version.
4. Read what you’d lose, then tap Yes, replace it.

Adopting a checklist copies it as the home’s own, so a later fix to the library version doesn’t reach it until you bring it up to date here.

When it’s done

It says Checklist updated to the standard version, and the checklist leaves the list.

If it doesn’t work

• Nothing to update: every checklist taken from the library still matches it.
• You added lines of your own: the page says so before you replace it. Note them first if you want to add them back.

1. Open Home, Governance, Checklists.
2. Find the checklist under What the home checks and tap Work through it.
3. One already started shows under Part way through. Tap Carry on to pick it up.
4. Started one by mistake? Tap Drop it, then Yes, drop it.

When it’s done

The checklist opens with its lines, and shows under Part way through until it’s recorded.

If it doesn’t work

• There’s no Drop it on a finished checklist: a finished audit stays on the record.
• You’re looking for today’s checklist: it’s quicker from its check on Today. This page is for any time.

1. Open Home, Incidents & feedback, Event Checklists.
2. Falls and medication errors start their own checklist when they’re logged on Incidents & Learning. For anything else, tap Record an event and fill in the resident’s initials and what happened.
3. Open the checklist with Start. Each section is due a set number of days from the event.
4. Answer each item Done, or N/A where it didn’t apply. Tap Mark complete when everything is answered.
5. Started one by mistake? A Manager or the Owner taps Delete this checklist, then taps it again to confirm.

The root cause analysis after a serious incident is listed here too. Every checklist counts its days from when the event happened.

When it’s done

Each item shows Done or N/A, and the checklist leaves All open once it’s marked complete.

If it doesn’t work

• An item says Late: its section is past its due date. Do it now and mark it Done.
• There’s no Delete this checklist: only a Manager or the Owner can delete one.
• Staff can’t open Event Checklists: ask a Senior.

1. Tap Do it beside the check, like the water temperatures or the kitchen fridge.
2. Fill in each reading. Boxes marked needed must be filled in. The date starts on today.
3. If a reading is out of range, say what you did. Keep Raise an Action ticked if it still needs putting right.
4. Tap Save today’s entry, or Save this week’s entry for a weekly log.

Staff reach these logs from the check, not the menu.

When it’s done

The check shows as done, and your reading is on the log as that day’s entry.

If it doesn’t work

• The save button stays grey: the line under it says which box is still empty.
• You used Same as the last entry on the log’s own page: it copies everything except the date, so check each reading before you save.
• You saved a wrong reading: ask a Manager to reopen the check.

1. On Today, tap Raise an action under Your Actions. Or open Actions and tap Raise an action.
2. Pick the category and say what’s happened. Add a resident’s initials if it’s about one person.
3. Say how urgent it is and anything already done about it.
4. Tap Raise it. A manager gives it an owner if it isn’t yours to do.

When it’s done

The Action shows on Today under Your Actions, and on the Actions screen.

If it doesn’t work

• You can’t send it: fill in what’s happened first.
• Someone is at risk now: tell the person in charge as well. An Action doesn’t ring anyone.

1. On Today, Your Actions lists the ones that are yours or that you raised.
2. Tap See all Actions for the full list. On a phone, Actions is under Menu too.
3. Set Owner to Me to see only yours.
4. Tap Open on any of them to see it and add what you’ve done.

When it’s done

With Owner set to Me, you see only the Actions that are yours.

If it doesn’t work

• An Action you raised isn’t there: set Owner back to everyone. It may have been given to someone else.
• The list is empty: nothing is yours right now. Tap See all Actions to check.

1. Actions waiting for you show on Today under Needs your sign-off, and on Actions under Checked, needs sign-off.
2. Tap Review or Open, and read what was done and how it was checked.
3. Tap Sign it off.
4. You can’t sign off your own work unless you’re the Owner.

When it’s done

The Action shows as signed off, with your name and the date.

If it doesn’t work

• There’s no Sign it off: it’s your own work, or it hasn’t been checked yet.
• The fix doesn’t look right: reopen the Action with a reason instead.

1. Open Actions and tap Raise an action. Or tap Raise action on a register entry, such as an incident, to start one from it.
2. Pick the category and say what’s happened. Add a resident’s initials if it’s about one person.
3. Say how urgent it is: Red, Amber or Green. For Red or Amber, say what has been done already.
4. Tap Raise it, then give it an owner and a date.

When it’s done

It says Raised, it needs allocating, and the Action shows under Waiting to be allocated.

If it doesn’t work

• Raise it won’t work: fill in what’s happened, and for Red or Amber, what has been done already.
• It asks why the priority is lower than usual: the category normally starts higher. Say why, or raise the priority.

1. Open Actions. They’re grouped by where each one has got to: Waiting to be allocated, In hand, Done, needs checking, Checked, needs sign-off, Did it work? and Closed.
2. Use Owner to see one person’s, or Me for yours.
3. Tap Open on any Action to see it in full.

When it’s done

The board shows only the Actions you filtered for.

If it doesn’t work

• An Action has gone: it may be closed or cancelled. Look under Closed.
• The board is empty after filtering: set Owner back to everyone.

1. Open the Action. A new one shows Give this to someone.
2. Under Who’s doing it, pick a person or a role. Set the priority and Due by.
3. Tap Allocate it.
4. To move it to someone else later, tap Reallocate on the Action, pick them and confirm. Change due date moves the date.

When it’s done

It says Allocated, and the Action moves to In hand with its owner and date.

If it doesn’t work

• There’s no Give this to someone: it already has an owner. Use Reallocate.
• It asks why the priority is lower than usual: say why, or pick the usual priority.

1. Open the Action.
2. To put the details right, tap Correct the details, change them, then tap Save the correction.
3. To cancel one raised by mistake, tap Cancel it, say why, then tap Cancel this action.

A cancelled Action is never deleted. It stays readable with your reason.

When it’s done

A correction shows on the Action straight away. A cancelled one says Cancelled and leaves the board.

If it doesn’t work

• Cancel it isn’t there: the Action is already closed. Reopen it instead if it needs more work.
• It says A reason is needed: write why before you cancel.

1. Open the Action from Your Actions on Today, or from Actions.
2. Under What did you do?, write what was done. A sentence is enough. Use initials, never names.
3. Tap Submit. Add a photo or document with Attach a file if there is one.

When it’s done

It says Submitted, and the Action moves to Done, needs checking. What you wrote shows under Evidence so far.

If it doesn’t work

• There’s no What did you do?: the Action isn’t yours. Its owner or a Manager records what was done.
• A file won’t upload: try a smaller photo, or write what was done instead.

1. Actions waiting for a check show on Today under Needs your sign-off, and on Actions under Done, needs checking.
2. Open one. Read what was done, and go and look if you need to.
3. Add a note if you like, then tap Yes, it’s done. If it isn’t right, tap Send it back.

When it’s done

It says Checked, and the Action moves on to sign-off. Sent back, it returns to its owner.

If it doesn’t work

• There’s no check to do: it’s your own Action. Someone else checks it. For a red Action, the Owner can check their own with a note.
• There’s no Yes, it’s done: it hasn’t been marked done yet.

1. Actions waiting for you show on Today under Needs your sign-off.
2. Open one and read what was done and how it was checked.
3. Pick the date it comes back to be checked, then tap Sign it off.
4. You can’t sign off your own work.

When it’s done

It says Signed off, and it comes back to be checked on the date you picked.

If it doesn’t work

• There’s no Sign it off: it’s your own Action, or it hasn’t been checked yet.
• The fix doesn’t look right: ask a Manager to reopen it.

1. On its date, a signed-off Action comes back as Did it work? on Today and on Actions. To do it sooner, open the Action and tap Check now whether it worked.
2. Under What you checked, and what it showed, say what you looked at.
3. Under What the home takes from this, say what changed. Both go to the Learning & Improvement Log.
4. Tap It worked, or It didn’t hold if the problem came back.

When it’s done

It worked marks the Action as having worked and logs the learning. It didn’t hold reopens it so it can be fixed again.

If it doesn’t work

• There’s no Did it work?: the Action isn’t signed off yet, or it’s your own Action. Someone else records it.
• It worked is greyed out: its record still fails, such as a lapsed DoLS. Close it with a note instead.

1. Open the closed Action.
2. To reopen it, tap Reopen it, say why, then tap Reopen.
3. To log the learning, tap Log what was learned, say what changed, then tap Log it.

When it’s done

A reopened Action says Reopened and goes back to In hand. Logged learning says Logged and goes to the Learning & Improvement Log.

If it doesn’t work

• There’s no Reopen it: the Action is still open.
• There’s no Log what was learned: the learning was already logged when someone recorded whether it worked.

1. On Today, find the Handover board. It’s at the top for Staff, inside This shift for a Senior, and at the top of the work column for Managers.
2. Type the note in the box. Use initials for residents, never names.
3. Under the box, choose Private or Shared. Private: only you and managers see it. Shared: everyone on shift sees it.
4. Tap When to say when it’s for, and For to send it to a shift, a role or a person. Picking a For shares it with them.
5. Tap Add.

When it’s done

The note shows on the board straight away, under Your notes, This shift or Upcoming. The buttons show what you chose, such as When: 16:00 or For: Night shift.

If it doesn’t work

• The row under the box is greyed out: type the note first.
• It says That note didn’t save: check your connection and tap Add again. What you typed is kept.
• You want to take back a choice: open When and tap No particular time, or open For and tap Nobody in particular.

1. Your notes, This shift and Upcoming sit side by side. A note from someone else since you last looked has a New badge.
2. Tap Hide to fold the board into one line. Tap Show to open it again.
3. Folded, the line reads like Handover · 3 for this shift · 1 new since you looked · 2 coming up.
4. The board opens by itself when someone else adds a note since you last looked, or a note that isn’t done is due within the hour. Your own notes never open it.
5. All notes takes you to the Notes page.

Open or folded, the board remembers your choice on every device you use.

When it’s done

Open, you see every note for this shift and what’s coming up. Folded, the one line tells you if anything is new.

If it doesn’t work

• You folded it and it opened again: something new arrived, or a note is due within the hour.
• A Senior can’t see the board at the top: it’s inside This shift. Tap Show on the line at the top of Today to jump to it.

1. Tap Done beside a note once it’s dealt with. Tapped by mistake? Tap Undo on the message that appears.
2. To change your own note, tap ••• beside it, then Edit. Change the words and tap Save.
3. In the same menu you can make your note private or share it with the shift, or delete a private note.

When it’s done

A done note leaves the board and shows as Done on the Notes page. A changed note shows its new words.

If it doesn’t work

• There’s no Edit: only the person who wrote a note can change it, and only while it’s open.
• There’s no Delete: only a private note can be deleted. Mark a shared note done instead.
• You missed the Undo: open the note on the Notes page and tap Open it again.

1. When a note needs someone to put something right, tap ••• beside it, then Turn into an Action.
2. The note’s words are already in What’s happened. Pick the category and how urgent it is.
3. Tap Raise it.

When it’s done

The note leaves the board, shows as Moved to an Action on the Notes page, and links to the new Action.

If it doesn’t work

• Raise it won’t work: say what’s happened, and for a red or amber Action, what has been done already.
• You can’t find it later: open Notes and choose Moved to an Action.

1. If your note mentions something like a fall, an injury, a medicines error or possible abuse, it asks: Does this need an incident, safeguarding concern or Action?
2. Tap Record an incident or Raise a safeguarding concern to start one with your note’s words.
3. Tap Turn into an Action if someone needs to put something right.
4. If it really is just a note, tap No, it’s just a note.

When it’s done

The question goes, and what you picked opens with the note’s words in it.

If it doesn’t work

• You’re not sure: tell the person in charge. Recording an incident is never wrong.
• Someone is hurt or at risk now: act first, then record it.

1. Open Look it up, then Notes. Or tap All notes on the Handover board.
2. Type a word in the search box and tap Find.
3. Choose All, Open, Done or Moved to an Action, and whose: All I can see, Mine or Shared.
4. Tap a note to open it.

Staff and Seniors see their own notes and shared ones. The Owner and Managers see every note, private ones included.

When it’s done

The notes that match are listed, each with who wrote it and whether it’s open, done or moved.

If it doesn’t work

• It says No notes match that: try one word, or choose All.
• Someone’s private note isn’t there: only they and managers can see it.

1. When you held someone’s supervision and they haven’t seen the notes, Your supervisions shows on Today after a week.
2. Tap Open the notes. Go through them with the person.
3. Put the date in Seen and agreed by them on, then save.

When it’s done

Your supervisions goes from Today once every set of notes has a seen date.

If it doesn’t work

• There’s no Your supervisions: there’s nothing waiting, or you didn’t hold the supervision.
• You can’t change the date: ask a Manager to record it.

1. Open Home, then Residents.
2. The chips along the top narrow the list: Checklist open, Details missing, and for managers Funding not set up.
3. Tap a resident’s name. Their panel shows what’s still needed and every register they appear on.
4. Residents who have left are at the foot of the list. Tap Residents who have left to see them.

When it’s done

The resident’s panel is open, with Still needed and Where they appear.

If it doesn’t work

• You can’t see Residents: it’s for Seniors, Managers and the Owner. Ask the person in charge.
• Someone isn’t on the list: they may have left. Open Residents who have left at the foot of the list.

1. Open Home, then Residents, and tap Admit a resident.
2. Fill in their name, room, date of birth, funding and the date they were admitted, then tap Add resident.
3. The admission checklist opens below. Tap the circle beside each item as it’s done. Tap Not applicable on an optional one that doesn’t apply.
4. When every item is done, tap Mark checklist complete.

If they had a pre-admission assessment, its item links to it with Open it.

When it’s done

You see “added — work through the admission checklist below”, and the checklist shows each item with its due date.

If it doesn’t work

• Add resident stays grey: the name and the date admitted are both needed.
• You started a checklist by mistake: on New resident checklists, tap Remove this checklist, then tap it again to confirm.
• It says the DoLS Tracker row wasn’t added: the resident is saved. Add their row on the DoLS Tracker from Home.

1. Open Home, then Residents, and tap the resident’s name.
2. Tap Edit details.
3. Change their name, preferred name, room, date of birth, funding or notes, then tap Save.

When it’s done

The panel shows the new details straight away.

If it doesn’t work

• It says somebody else changed this entry: nothing was overwritten. Open the resident again to see their change, then make yours.
• You can’t see Edit details: changing a resident is for Managers and the Owner.

1. Open Home, then Residents, and tap the resident’s name.
2. Tap Mark as left.
3. Put in the date they left. For a death, that’s the date of death.
4. Pick why: died, moved to another home, discharged home, long-term hospital, or other. Add a note with initials only if it helps.
5. Tap Mark as left to save it.

Going into hospital and coming back? Don’t mark them as left. Add a hospital absence on their full record instead.

When it’s done

They move to Residents who have left, at the foot of the list.

If it doesn’t work

• You marked the wrong person: open Residents who have left, tap their name, then Restore to current residents and say why.
• Actions were withdrawn when they left: after a restore they’re listed, so reopen the ones that still need doing.

1. Open Home, then Residents. Tap the resident’s name, then Open the full record.
2. Tap Set weekly rate to put in what the home charges them each week, then Save.
3. Tap Add funding line. Pick who pays, or tap + New payer to add one. Pick the category, put in the £ per week and the date it starts, then tap Add line.
4. If they go into hospital and you’re holding the room, tap Log a hospital absence, put in the start date and how it’s charged, then tap Log absence. When they’re back, tap Back from hospital, then Confirm.

You need money access to see fees and funding. The Owner gives it.

When it’s done

The funding line shows under Funding with its payer, category, £ per week and the date it started.

If it doesn’t work

• You can’t see Funding: you need money access. Ask the Owner.
• The payer isn’t in the list: tap + New payer and add them first.
• The amount or payer changes from a date: tap End on the old line, then Confirm, and add a new line from that date.

1. Open Home, then Residents. Tap a resident that payer pays for, then Open the full record.
2. Under Funding, tap Edit payer on their line.
3. Change the name, type, contact, email or invoicing address. A council’s type reads Local authority.
4. Tap Save payer.

One payer can pay for several residents. The change shows for all of them.

When it’s done

The funding line shows the payer’s new details, on every resident they pay for.

If it doesn’t work

• You can’t see Edit payer: it needs money access. Ask the Owner.
• It says someone else changed the payer: close the form, open it again and make your change once more.
• The payer is wrong for only one resident: end that funding line and add a new one with the right payer, rather than editing the payer.

1. Open Home, then Residents, and tap Start a pre-admission assessment.
2. Someone on the Waiting List: tap Start the assessment beside them, or Carry on if it’s begun. Someone new: put in their initials, care type and funding, then tap Add them and start the assessment.
3. Work down the page: the enquiry, the assessment, then each area of need. Add a comment under any area if it helps.
4. Tap Save draft as you go. A Senior saves it and tells a Manager it’s ready to sign.

Initials only, never the person’s name.

When it’s done

You see “Draft saved”, and the person shows on the Waiting List with Carry on beside them.

If it doesn’t work

• It says the assessment is signed, so it can’t be changed: a Manager taps Start a new version.
• You can’t sign it: an Owner or Manager signs the decision. Save the draft and let them know.

1. Open the assessment from Start a pre-admission assessment, with Carry on.
2. Read it through and answer anything still missing. Under The decision, check the answer.
3. Put in your role, then tap Sign the decision.
4. If the decision is no, tap Mark the enquiry Declined under the signed assessment.
5. To change a signed one, tap Start a new version. The signed one stays under Earlier versions.

Delete the assessment only for one started by mistake. It asks why.

When it’s done

You see “Signed”, and the enquiry moves to Assessed on the Waiting List. A declined one shows as Declined.

If it doesn’t work

• Sign the decision stays grey: the line under it lists what’s still to answer.
• It says only the Owner or a Manager can sign: a Senior saves the draft and tells you it’s ready.

1. Open Home, then Dependency Assessments.
2. Tap Score a resident, or Score or Re-score beside the resident.
3. Pick the resident, the date and who assessed them. For each area, tap the line that fits them best.
4. Add a note if it helps, then tap Save assessment.

Due a re-score at the top lists who needs scoring again.

When it’s done

You see “Dependency assessment saved”, and the resident moves to Up to date.

If it doesn’t work

• A resident isn’t in the list: tap Someone not on the list and use their initials.
• You scored the wrong person: open them, tap Remove the latest assessment, then tap it again to confirm.

1. Open Home, then DoLS Tracker.
2. Beside the resident, tap Complete the screening tool, or Re-screen.
3. Answer every question up to the decision. Section 7, the decision itself, is for an Owner or Manager.
4. Tap Save – ready for a Manager.

Changed your mind? The same button reads Edit your answers.

When it’s done

You see “Saved. Ready for a Manager.”, and a Manager sees Decide from your answers on that row.

If it doesn’t work

• It says one or more lines are still to answer: the message names them. Answer those, then save again.
• It says someone else changed these answers: reload to see theirs before you add to them.
• There’s no button on the row: that resident isn’t waiting for a decision.

1. Open Home, then DoLS Tracker. Residents to screen at the top lists who needs a decision.
2. Tap Complete the screening tool, or Decide from a Senior’s answers when they’ve drafted it. Answer it, then tap Save the screening.
3. If you’re applying, tap Apply now on their row. When the council chases or replies, use Record a chase.
4. For anything else, tap More for the resident: Something’s changed, Not granted, and the rest live there.

When it’s done

The resident moves to the right group: Awaiting first authorisation, In date, or No referral at present.

If it doesn’t work

• Save the screening stays grey: the line under it says what’s still needed.
• A resident shouldn’t be in Residents to screen: tap Dismiss and say why.

1. Seniors and managers: open Home, then the register. Staff: tap Search everything and type its name.
2. Tap the button at the top: Add an enquiry, Add an assessment, or Log a referral or advice. On a phone it reads Add.
3. Fill in the form with initials, never names, then tap Save.

Once it’s saved, only the Owner or a Manager can change the row.

When it’s done

The new row is at the top of the register.

If it doesn’t work

• Save stays grey: a field with a star still needs filling in.
• You made a mistake after saving: ask a Manager to change the row.

1. On Today or Checks, tap Do it beside Medicines fridge temperature log.
2. Fill in Minimum since last reading °C and Maximum since last reading °C.
3. Under Thermometer reset after reading, choose Yes or No.
4. If it went outside 2–8°C, say what you did under Action taken. Keep Raise an Action ticked if it still needs putting right.
5. Tap Save today’s entry.

When it’s done

The check shows as done, and today’s reading is on Medicines Fridge Temperatures.

If it doesn’t work

• Save today’s entry stays grey: the line under it says which reading is still empty.
• The fridge is out of range: tell the nurse in charge now, as well as recording it.
• You saved a wrong reading: ask a Manager to reopen the check.

1. On Today or Checks, tap Do it beside the medicines check, like eMAR gaps and alerts review or Controlled drugs stock check review.
2. Each one opens its checklist at the side. Answer every line Pass, Fail or N/A, and say what was wrong on a Fail.
3. The controlled drugs check needs two registered nurses there for the whole check, both signing the register.
4. When every line is answered, record it. Each failed line can raise an Action.

Some medicines checks are allocated to a level, like Anyone with Manager access. They show on Today for whoever they’re allocated to.

When it’s done

The check shows as done, with any Actions it raised, and goes to a Senior or Manager to sign off.

If it doesn’t work

• The check isn’t on your Today: it’s allocated to someone else. Find it on Checks.
• You can’t finish it in one go: tap Finish later. Anyone on shift can carry on.
• You need more detail on a step: see Work through a checklist and Record a finished checklist.

1. Open Home, Medicines, Safety Alerts.
2. Tap Log an alert (Add on a phone).
3. Fill in Received, Source and What it is about. Add the alert’s reference if it has one.
4. Under Applies here, choose Yes, No or Under review. Say what was done under Action taken, and who decided.
5. Fill in Closed once everything is done, then tap Save.

An alert that applies here stays red until it’s closed. One that doesn’t apply still needs the decision recorded, with a name and date.

When it’s done

The alert is listed on Safety Alerts with what was done, and turns from red once it’s closed.

If it doesn’t work

• Save does nothing: Received, Source and What it is about are needed.
• You’re not sure it applies: choose Under review and come back to it.
• You need to name someone: use initials in Action taken and Notes, never names.

1. Tap What if… on the bar at the bottom (on a computer, What do I do if… on the left).
2. Find what’s happening. The cards are grouped, starting with someone seriously unwell.
3. Open the card and follow the steps in order: recognise, act now, escalate, record, afterwards. The home’s numbers to ring are on it.

In an emergency, call 999 first.

When it’s done

The card is open, with its steps in order and the home’s numbers to ring.

If it doesn’t work

• You can’t find the right card: open the nearest one and ring the person in charge.
• A number on a card is missing or wrong: tell your manager. They fill the numbers in under Key Contacts.

1. Staff: open the card on What do I do if… and tap Log an incident, or tap Search everything and type Incidents. Seniors and managers: open Home, then Incidents & Learning.
2. Tap Log incident (Add on a phone).
3. Put in the date, the type and what happened. Add the shift, the resident’s initials, any harm, where it was and what you did.
4. An incident left open needs a Next update due date. Leave it blank and the app sets one from your settings. Then tap Save.

Initials only, never names. Saving it starts a follow-up checklist for that type of incident.

When it’s done

You see “Row added”, and the incident is at the top of Incidents & Learning.

If it doesn’t work

• Save stays grey: the date, the type and the description are needed.
• You spotted a mistake after saving: ask a Manager to change the row.
• Someone is hurt or in danger: deal with that first, and ring 999 if needed. Log it after.

1. Open Home, then Safeguarding & Care Concerns, and tap Log concern (Add on a phone).
2. From an incident of type Safeguarding, tap Record it on Safeguarding & Care Concerns on its row instead. The form opens with the initials, date and description filled in.
3. Pick the level of concern and what kind it is, and answer the rest.
4. A concern that stays open needs a Next update due date. Leave it blank and the app sets one from your settings.
5. Tap Save. From an incident, saving links the two.

If someone is in danger now, act first. Ring 999 if needed, then tell the safeguarding lead.

When it’s done

You see “Row added”, and the concern is on Safeguarding & Care Concerns. A linked incident shows Open the concern.

If it doesn’t work

• You can’t open Safeguarding & Care Concerns: it’s for Seniors, Managers and the Owner. Tell the person in charge.
• Save stays grey: a field with a star still needs answering.

1. Seniors and managers: open Home, then Complaints & Responses. Staff: tap Search everything and type Complaints.
2. Tap Log complaint (Add on a phone).
3. Put in the date it was received and what it’s about, with initials only.
4. Tap Save. When the response is sent, a Manager taps Record the response on its row.

When it’s done

You see “Row added”, and the complaint is on Complaints & Responses.

If it doesn’t work

• Save stays grey: the date received and what it’s about are needed.
• Someone wants to complain to someone outside the home: tell the person in charge. The complaints policy says who.

1. Seniors and managers: open Home, then Statutory Notifications. Staff: tap Search everything and type Notifications.
2. Tap Log notification (Add on a phone).
3. Put in the date of the event, who it was sent to and the month, then the rest of what it asks.
4. Tap Save.

This records that a notification was sent. The notification itself goes to CQC the usual way.

When it’s done

You see “Row added”, and the notification is on Statutory Notifications.

If it doesn’t work

• Save stays grey: the event date, who it was sent to and the month are needed.
• You’re not sure it needs sending: ask the Registered Manager before the deadline passes.

1. Seniors and managers: open Home, then the register. Staff: tap Search everything and type its name.
2. For a restriction, such as bed rails or a sensor, open Restrictive Practice Log and tap Log a restriction (Add on a phone).
3. For a decision made under the Mental Capacity Act, open MCA Governance Register and tap Log a decision (Add on a phone).
4. Fill it in with initials only, then tap Save.

When it’s done

You see “Row added”, and the row is on the register.

If it doesn’t work

• Save stays grey: a field with a star still needs filling in.
• Some boxes are missing for you: a few notes on these registers are for Seniors and above.

1. Seniors and managers: open Home, then Infection Prevention & Control. Staff: tap Search everything and type Outbreak.
2. Tap Log an outbreak (Add on a phone).
3. Put in the date it was identified, how far it has spread and the control measures in place.
4. Tap Save.

Tell the person in charge straight away. The infection control card on What do I do if… has the first steps.

When it’s done

You see “Row added”, and the outbreak is on the Outbreak & Notifiable Infection Log.

If it doesn’t work

• Save stays grey: the date identified and the control measures are needed.

1. Open Home, then Duty of Candour Log.
2. Tap Log a candour decision (Add on a phone).
3. Record what happened and the harm, whether the duty applies and why, who was told and when, the apology given and the support offered.
4. Tap Save.

When it’s done

You see “Row added”, and the decision is on the Duty of Candour Log.

If it doesn’t work

• You can’t see the Duty of Candour Log: it’s for Managers and the Owner.
• Save stays grey: a field with a star still needs answering.

1. Open the incident, complaint, safeguarding concern or HR case on its register.
2. Tap the ⋯ button on its row, then Investigate it. The investigation opens on Investigations.
3. Fill it in as you go: what happened, what you found and what should change.
4. With recommendations written, tap Raise the recommendations to turn them into Actions.
5. When it’s finished, tap Sign it off.

An investigation always starts from the thing being looked into. There’s no Add on Investigations itself.

When it’s done

You see “Signed off”, and the investigation shows the date it was signed off.

If it doesn’t work

• Investigate it isn’t in the menu: only incidents, complaints, safeguarding concerns and HR cases can be investigated, by a Manager or the Owner.
• It says it’s opening the investigation already on this: there is one. Carry on with that one.
• Raise the recommendations isn’t there: write the recommendations on the investigation first.

1. Open Home, then Feedback, and tap Build a survey.
2. Start from an example or write your own questions, then tap Create it.
3. Tap Show the codes. Tap Open it, then Print the codes. Residents, relatives and staff each have their own code.
4. Replies come in under Waiting for you. Tap Read and decide on each one.
5. Tap Keep it: add to Voice & Feedback, or Not this one and say why. Tap Close it on the survey when you’re done.

Nothing a person sends reaches Voice & Feedback until you keep it. Change any names to initials before you do.

When it’s done

A kept reply shows “Added to Voice & Feedback”, and it’s on the Voice & Feedback Register.

If it doesn’t work

• A code leads to a “closed” screen: the survey isn’t open. Tap Show the codes, then Open it.
• Open it isn’t there: the survey has finished or is full. Build a new one to ask again.
• A reply has a name in it: change it to initials before you keep it.

1. Seniors and managers: open Home, then Voice & Feedback Register. Staff: tap Search everything and type Voice.
2. Tap Log what was said (Add on a phone).
3. Put in the date and what was said or seen, in their words where you can. Initials only.
4. Tap Save.

A complaint goes on Complaints & Responses instead.

When it’s done

You see “Row added”, and it’s at the top of the Voice & Feedback Register.

If it doesn’t work

• Save stays grey: the date and what was said are needed.

1. Open the invite link your manager sent you, by email or message.
2. Tap Create account. Check the email address is yours.
3. Choose a password, type it again, then tap Create account.
4. If it says Check your email, open that email and tap the link in it.
5. You land on Today. Next time, sign in with the same email and password.

The invite link lasts 7 days. If it has run out, ask for a new one.

When it’s done

You land on Today, with Getting started showing your first few steps.

If it doesn’t work

• The link says it has run out: ask your manager to send a new invite.
• No email after Create account: look in your junk folder, then ask your manager to check the email address on the invite.
• It says you already have an account: go to Sign in instead. If you can’t remember the password, tap Forgot your password?.

1. Open Settings, then Team & access.
2. Under Invite a team member, pick their access level. Staff suits most care staff. A Manager can invite at Staff, Senior or Reader; only the Owner can invite a Manager.
3. Add their name, email and job title if you like. With an email, the invite goes to them.
4. Tap Generate invite link. Copy it and send it yourself if you didn’t add an email.

An invite lasts 7 days.

When it’s done

They’re listed under Pending invites until they accept.

If it doesn’t work

• They didn’t get the email: check the address. Revoke the invite and send a new one, or copy the link and send it yourself.
• They say the link has run out: an invite lasts 7 days. Send a new one.
• Manager isn’t offered as a level: only the Owner invites a Manager. Ask the Owner to send it.

1. Open Settings, then Team & access.
2. Under each person it says Getting started, and how many of their first steps they’ve done.
3. Tap that line to see which steps are done and which aren’t.

Their induction is on their staff file, in Staff Files.

When it’s done

You can see which of their first steps each person has done.

If it doesn’t work

• Someone isn’t listed: they haven’t accepted their invite yet. Look under Pending invites.

1. Open Settings, then Team & access.
2. Invites not yet accepted are under Pending invites.
3. Tap Revoke beside the one to withdraw. Its link stops working at once.

Only the Owner can withdraw an invite to be a Manager.

When it’s done

The invite has gone from Pending invites, and its link no longer works.

If it doesn’t work

• They’ve already accepted: they’re in Your team now. Remove them from the team instead.
• It says only the Owner can take it back: it’s an invite to be a Manager. Ask the Owner.

1. Open Settings, then Team & access.
2. Tap Change beside the person.
3. Pick their access level. As the Owner you can make someone a Manager, or move a Manager to another level.
4. Change their job title if you need to. Tick Sees fees and invoicing if they should see money.
5. Tap Save. It takes effect the next time they open a page.

Nobody can change their own level, and the Owner’s own row can’t be changed here.

When it’s done

It says Saved, and their new level shows beside their name. A £ badge shows if they see fees and invoicing.

If it doesn’t work

• There’s no Change beside someone: it’s your own row, or the Owner’s. Nobody changes those here.
• It hasn’t changed for them yet: ask them to open another page, or sign out and back in.
• It says Could not save that: someone else changed them at the same moment. Reload the page and try again.

1. Open Settings, then Team & access.
2. Tap Change beside the person. You’ll only see it beside Staff, Seniors and Readers.
3. Under Access level, pick Staff, Senior or Reader.
4. Tap Save. It takes effect the next time they open a page.

Making someone a Manager, or changing a Manager, is the Owner’s job. Nobody can change their own level.

When it’s done

It says Saved, and their new level shows beside their name.

If it doesn’t work

• There’s no Change beside them: they’re a Manager or the Owner, or it’s you. Ask the Owner.
• Manager isn’t in the list: only the Owner makes someone a Manager.
• It hasn’t changed for them yet: ask them to open another page, or sign out and back in.

1. Open Settings, then Team & access.
2. Tap Change name beside the person, or Add name if they haven’t got one yet.
3. Type their first name and surname.
4. Tap Save name.

Anyone can change their own name the same way.

When it’s done

It says Name saved. The new name shows on every list and record from then on, with their role beside it.

If it doesn’t work

• There’s no Change name beside them: only the Owner and Managers name other people. Ask one of them.
• It says Could not save the name: check it isn’t empty, then try again.

1. Open Settings, then Team & access.
2. Tap Remove beside the person.
3. Tap Confirm. Tap Cancel if you picked the wrong person.

A Manager can remove Staff, Seniors and Readers. Only the Owner can remove a Manager. Their records stay, with their name on them.

When it’s done

They’re gone from Your team, and they can no longer sign in to this home.

If it doesn’t work

• There’s no Remove beside them: they’re a Manager, the Owner, or you. Ask the Owner.
• It says Failed to remove member: reload the page and try again.

1. Open Home, then Staff. Under Registers in this area, open Staff Files Register.
2. For someone new, tap Add a staff file (just Add on a phone). For someone already there, tap the three dots on their row, then Edit.
3. Fill in what you have: their role, start date, identity, right to work, DBS, references and the rest of the pre-employment checks.
4. Tap Save.

The Safe Recruitment page counts its checks from these files, so it is only as right as they are.

When it’s done

The row shows what is complete, and anything still outstanding is listed as waiting.

If it doesn’t work

• You can’t open Staff Files Register: it’s for the Owner and Managers, because it holds personal details.
• It says Failed to update row: someone else saved it at the same moment. Reload and make your change again.
• A date won’t save: use the date picker, or type it as DD/MM/YYYY.

1. Open Home, then Staff, then Staff Files Register.
2. Tap the three dots on their row, then Start their induction.
3. Set the start date and pick the programme: care, nurse or another role.
4. Tick They work nights if they do. Tick They will give medicines if they will: that adds the medicines competency step. A nurse always has it.
5. Name their buddy, link their app login if they have one, then tap Start.

The home’s standard steps are copied onto their programme. Change the standard steps in Settings, then Induction.

When it’s done

It says Induction started, and their programme shows every step, with a target date for each.

If it doesn’t work

• Start is greyed out: add a start date and a buddy first.
• There’s no medicines tick: you picked the nurse programme, which has the step already.
• Their own Today doesn’t show it: link their app login, under Buddy, supervisor and more.

1. Open their induction: from Inductions you supervise on Today, or from their row on Staff Files Register.
2. Tap Show on the part, then tap the step.
3. Under Who did it, pick the person, or Someone without a login… and type their name. Set the date, add a note if it helps, and tap Record it as done.
4. Add a file if the step needs one, such as a certificate.
5. Someone else then taps Sign off. You can’t sign off a step you did yourself, and the new starter can’t sign their own.

Medicines competency is signed off by a Manager, the Owner or the clinical lead only. The Care Certificate and pre-employment checks are signed by a Manager or the Owner.

When it’s done

It says Saved, then Signed off. The step shows who signed it and when, and the count at the top goes up.

If it doesn’t work

• There’s no Sign off button, and a line says why: you did the step yourself, it needs a Manager, or it’s the starter’s own. Ask someone who can.
• It says Sign-off unlocks once every policy is read: they still have policies to read and sign.
• You recorded it by mistake: tap Take back “done”.

1. Open their induction from Staff Files Register.
2. To add a step for this person only, tap Add a step for them. Pick the part, give it a title and a target date, and tap Add it.
3. If a step doesn’t apply to them, tap it, then Mark not needed. Say why, for example a certificate from their last job, and tap Mark not needed.
4. To take a step off altogether, tap it, then Remove this step, then Remove.

When it’s done

The step shows as Not needed with your reason, or the new step appears in its part.

If it doesn’t work

• Mark not needed stays greyed out: write a reason of a few words first.
• You marked one by mistake: tap the step, then Put it back.
• A signed-off step has no Remove: signed steps stay on the record.

1. Open Today. Your induction shows how many steps are done.
2. When every step is signed off, it asks you to confirm.
3. If you’ve been through it all, tick I’ve been through this induction., then tap Confirm.

Tap See all of it to look at every step first.

When it’s done

It says Thank you. Your manager completes it next.

If it doesn’t work

• There’s no Confirm: some steps aren’t signed off yet. See all of it shows which.
• Confirm is greyed out: tick I’ve been through this induction. first.
• It says That didn’t save: reload the page and tap Confirm again.
• Something wasn’t covered: don’t confirm. Tell your manager or buddy first.

1. Open their induction from Staff Files Register.
2. Under Finishing, their own confirmation comes first. They can confirm on their Today. If they have no login, go through it with them and tap Confirmed in person, witnessed by me.
3. When every step is signed off or not needed, tap Mark induction complete.
4. Tap Open the record to print for the signed record.

When it’s done

It says Induction complete. The completion date goes on their staff file, and the record is ready to print.

If it doesn’t work

• Mark induction complete isn’t there: a step is still open. Sign it off or mark it not needed.
• It’s waiting for their confirmation: ask them to confirm on Today, or record it in person.

1. Open Today. Inductions you supervise lists each new starter with steps due.
2. Tap Open their induction to record steps or sign them off.

When it’s done

Their induction opens, with the steps due first.

If it doesn’t work

• Nobody is listed: you aren’t named as anyone’s supervisor or buddy. Ask a Manager to add you on their staff file.

1. Open Home, then Staff, then Recruitment.
2. Tap Add a candidate (Add on a phone). Fill in their details and where their checks are up to, then save.
3. When they’re hired, tap the three dots on their row, then Mark hired. What you recorded goes straight into a new staff file, so nothing is typed twice.

When it’s done

It says Marked hired — a new staff file has been created. Their file is on Staff Files Register, ready for their checks.

If it doesn’t work

• There’s no Mark hired: it only shows while they’re In pipeline. Check their status.
• It says Failed to mark hired: reload the page and try again.

1. Open Home, then Staff, then Safe Recruitment.
2. Right now shows NMC PINs coming up, candidates in the pipeline and inductions in progress.
3. Under Pre-employment checks, each check says how many of the current staff files have it, and names anyone missing it.
4. Open that person’s staff file to put it right.

It’s worked out from the staff files as they stand, so nothing on it needs typing in.

When it’s done

Each check reads complete for everyone, with nobody listed as missing.

If it doesn’t work

• A count looks wrong: open that person’s staff file and check the box is filled in. The page reads the files.
• Someone who has left is counted: mark them as left on their staff file.

1. Open Staff Files Register. Tap the three dots on their row, then Start probation. Their reviews are added with dates.
2. Each review shows on Probation with its due date. When you’ve held one, tap Record the review on its row, fill in when it was held and how it went, and save.
3. When probation ends, open Probation, tap the three dots on the Probation ends row, then Record the outcome.
4. Pick Passed, Extended or Not passed. For Extended, set a new end date. For Not passed, say why. Then save.

Probation always starts from the person’s staff file.

When it’s done

The outcome shows on the Probation register and on their staff file.

If it doesn’t work

• There’s no Start probation: their staff file needs a start date first, and it goes once probation has an outcome.
• There’s no Record the outcome: it’s only on the Probation ends row, until an outcome is saved.

1. Open Home, then Staff, then Supervision & Appraisal Log.
2. Tap Log a supervision or appraisal (just Add on a phone).
3. Pick who it was with, the type and the date, and write what was covered. Use initials for residents.
4. Save it. Any actions agreed go on Actions from supervisions.
5. A Manager then opens Actions from supervisions, taps the three dots on an action and picks Send it to the Actions board.

Actions from supervisions stay off the Actions board until a Manager sends one there. They’re between two people, and the next supervision starts by going through them.

When it’s done

The supervision is on the log, and their next one is due from that date. A sent action says Sent to the Actions board.

If it doesn’t work

• You can’t open the log: it’s for Seniors and above, because it holds what was said.
• There’s no Send it to the Actions board: only a Manager or the Owner sends actions, and only once.

1. Open Risk assessments, then Staff risk assessments.
2. Find the person under By person.
3. Choose the kind: night worker, new and expectant mother, return to work, young worker, lone worker or workstation.
4. Tap Start. It opens as a checklist to work through with them.

Done one on paper? Tap Or log one done on paper instead.

When it’s done

The checklist opens. When it’s recorded, it shows under their name.

If it doesn’t work

• Start is greyed out: choose the kind first.
• It says That didn’t start: reload the page and try again.
• It opens one you’d already begun: carry on with that one. Only one is open at a time.

1. Open Training Matrix. Managers find it in Home, then Staff. Staff open it from search, or from a check about training.
2. Tap Add training record (just Add on a phone). Pick the person and the course, set the date done, and save.
3. For an NVQ or diploma, open Qualifications Tracker and tap Add entry.
4. Managers keep nurses’ PINs on Nurse NMC Pin Tracker: tap Add nurse, then add the PIN and its renewal date.

When it’s done

The record shows on the register, and its next due date counts from the date done.

If it doesn’t work

• You can’t open Nurse NMC Pin Tracker: it’s for the Owner and Managers.
• A course isn’t in the list: ask a Manager to add it.
• It says Failed to update row: reload and save again.

1. Open Home, then Staff.
2. For a disciplinary, grievance or capability case, open HR Cases and tap Open a case (Add on a phone).
3. For a change to someone’s work because of their health or circumstances, open Staff Adjustments and tap Log an adjustment.
4. For a decision about staffing numbers, open Staffing Decisions and tap Record a staffing decision.
5. Fill in the form and save. Use initials for residents.

When it’s done

The entry is on its register, with who made it and when.

If it doesn’t work

• You can’t open HR Cases: it’s for the Owner and Managers only.
• It says Failed to update row: reload and save again.

1. Open Home, then Staff. Under Tools, open Staff retention.
2. It shows where the team stands, headcount and leavers over the last twelve months, how long people have been here and why they left.
3. To record someone leaving, tap Record someone leaving and mark them as left on their staff file.
4. For the night worker questionnaire, open Night worker questionnaire (print) under Tools and print it.

When it’s done

The figures update as soon as a leaver is marked on their staff file.

If it doesn’t work

• It says No staff files yet: add staff files first. The page reads them.
• Someone isn’t counted as a leaver: check their staff file says they have left, with a date.

1. Open Home, then Staff Risk Assessments.
2. Find the assessment that was referred to occupational health or the GP.
3. Tap the ⋯ button on its row, then Record the reply. Put in the date the reply came, then tap Record the reply again.
4. Put what it said in the row’s notes, as an outcome, not a diagnosis.

When it’s done

You see “Reply recorded”, and the referral stops coming up as waiting for a reply.

If it doesn’t work

• Record the reply isn’t in the ⋯ menu: the row’s outcome isn’t a referral, or the reply is already in.
• It says the app needs a database update first: tell the Owner. The reply can’t be saved until then.

1. Open Policies. To read and sign lists the ones waiting for you. Today shows them too.
2. Open one and read it all the way through.
3. Tick the box to say you’ve read and understood it, then tap Sign.

When a policy changes, it comes back to you to read again.

When it’s done

The policy leaves To read and sign.

If it doesn’t work

• Sign won’t work: tick the box first.
• It says there’s a newer version since you opened it: reload the page and read that one.
• A policy you signed is back in the list: it has changed, or your signature was voided, and you’re asked to sign again.

1. Open Policies. The ones that apply to your home are listed from your answers about your service.
2. Tap Adopt everything that applies, or open one and tap Adopt this policy.
3. A policy that doesn’t fit your home: tap Mark not applicable and say why.
4. An adopted policy is your draft. Fill in its gaps, send it for approval, and approve it to make it live.

When it’s done

The policy is your draft, ready to fill in and approve. Nothing is live until it’s approved.

If it doesn’t work

• A policy you need isn’t listed: look at your answers about your service again. They choose what applies.
• Mark not applicable is refused: that policy applies to every home.
• You marked one by mistake: open it and tap This applies after all.

1. Open Policies, then tap Your service.
2. Answer each question about who you support and what you do. The registration comes from Settings.
3. Tap Save answers.

Your answers decide which library policies apply to your home, so do this before adopting. Change an answer later and the list changes with it, but policies you’ve already approved stay live.

When it’s done

“Saved. Your policy list has been worked out again.” Policies now lists what applies to you.

If it doesn’t work

• The registration is wrong: change it in Settings, under Your home. The link on the page takes you there.
• It won’t save: reload the page and try again.

1. Open the policy and tap Edit the draft.
2. Change the wording where your home works differently. Text in square brackets is still to fill in, or fills from Settings.
3. A section marked “(if this applies)” can be left out: tap Doesn’t apply here, say why, then Leave it out.
4. Tap Save as you go, or Save and finish when you’re done.

Editing a live policy changes its draft only. The live version stays until the new draft is approved.

When it’s done

The draft shows your wording, with your details filled in. “Last edited by” has your name.

If it doesn’t work

• It says someone else changed the draft: reload the page to see their changes, then make yours again.
• It didn’t save: copy anything you can’t lose, reload and try again.
• It says only sections marked “(if this applies)” can be left out: change the wording of that section instead.

1. Open the policy. Your details to check lists each detail it filled in for your home, such as a name or a phone number.
2. If a detail is right, tap Still right.
3. If it has changed, tap Change, put in the new one and tap Save.
4. If it shouldn’t be there, tap Remove from the list.
5. Settings, under Your home, lists the same kind of details for the whole home.

When it’s done

The detail shows as Checked. Once every contact detail is checked, the policy can be approved.

If it doesn’t work

• It says the detail has changed since you opened the page: reload it.
• It says the detail isn’t in the draft as it was filled in: change it in the policy’s editor instead.
• Approve is refused because details are still to check: check each one here first.

1. When the draft has no gaps left, open the policy and tap Send for approval.
2. The person approving opens it. For a new version, write what changed in a line, and say whether staff must read and sign it again.
3. Tap Approve.

Whoever edited the draft doesn’t approve it: the Owner or another Manager does. The Owner can approve their own.

When it’s done

“Approved. It’s live.” Everyone who must read it is asked to, and the next review date is set.

If it doesn’t work

• Send for approval is greyed out: the policy lists the gaps still to fill in.
• It says you edited this draft: ask the Owner or another Manager to approve it.
• Approve is refused for details to check: check each one under Your details to check first.

1. Open the live policy when its review is due.
2. Read it through. If nothing needs to change, add a note if you want one.
3. Tap Reviewed, no changes.

When it’s done

“Review recorded.” The next review moves on, and nobody has to read it again.

If it doesn’t work

• It says only a live policy can be reviewed: a draft is approved instead, with Send for approval.
• It’s refused for details to check: check each one under Your details to check first.
• Something does need to change: tap Make changes and edit the draft instead.

1. Open the policy and tap Who reads it and reviews.
2. Tick the staff groups who must read it. Owners and Managers always read every policy.
3. Pick how often it’s reviewed: every 6, 12 or 24 months.
4. Tick Everyone re-signs it every year if it should be signed again each year.
5. Tap Save.

When it’s done

“Saved.” The groups you ticked see it in To read and sign once it’s live.

If it doesn’t work

• It says choose at least one group: tick one or more staff groups.
• Someone you expected isn’t asked to read it: check their staff group under Policies, then Staff groups.

1. Open the policy and tap Retire.
2. Say why it’s no longer used.
3. Tap Retire it.

When it’s done

It leaves your list of policies. Its versions and signatures are kept, and it drops off Today.

If it doesn’t work

• You only want to change it: edit the draft instead, and approve the new version.
• It needs a reason: say in a few words why it’s no longer used.

1. Policies lists any policy the library has a newer version of. Open one.
2. The policy says “The library has version 2 of this policy.” Tap What changed to see each sentence as it was and as it is now.
3. Tap Take version 2.
4. If your draft has your own changes, it asks first, because taking it replaces them. Tap Take version 2 again, or Cancel.
5. Send the draft for approval as usual.

A live policy stays live as it is until the new draft is approved.

When it’s done

The line goes, and the draft has the library’s new wording. Policies no longer lists it.

If it doesn’t work

• You want to keep your own changes: copy them from the draft before you take it, then put them back with Edit the draft.
• It says the library now has a later version: reload the page to see what changed.
• There’s no line: the policy is already on the library’s latest version.

1. Use this when someone reads a policy with you, or on paper, rather than signing in the app.
2. Open the policy. Still to sign lists who hasn’t signed yet.
3. Tap Sign in person beside them.
4. Tick the box to say they read this version and agreed to it, then tap Record their signature.

When it’s done

They leave Still to sign, and their signature shows you as the witness.

If it doesn’t work

• It asks you to tick the box: tick it to confirm they read it and agreed, then record it.
• You can’t sign for yourself this way: sign your own from the policy itself.
• They’re not listed: they may not be in a group that reads this policy.

1. Open the policy. Signed lists everyone who has signed this version.
2. Tap Void beside the signature.
3. Say why, for example signed under the wrong name. Use initials only.
4. Tap Void signature.

When it’s done

The signature moves to Voided, with who voided it, when and why. The person is asked to read and sign again.

If it doesn’t work

• Void signature is greyed out: say why in a few words.
• It says the signature has already been cancelled: reload the page.
• You expected the signature to disappear: it stays on the record and in the inspection report, marked Voided, on purpose.

1. Open Policies, then Who has signed.
2. Each policy shows who has signed it and who still needs to.
3. The Inspection report prints the totals. A voided signature shows as Voided, with who voided it, when and why.

When it’s done

For each policy you can see who has signed and who hasn’t yet.

If it doesn’t work

• Someone isn’t listed for a policy: they may not be in a staff group that reads it. Check their group under Policies, then Staff groups.

1. Open Policies, then Staff groups.
2. Choose a group for each person with an account. Their group decides which policies they read.
3. Someone without an account, such as an agency worker: type their name and tap Add, then choose their group.
4. Someone who has left: tap Remove (they’ve left).

When it’s done

Each person shows their group, and the policies for that group appear in their To read and sign.

If it doesn’t work

• You can’t set your own group: someone else sets it. Owners and Managers read every policy anyway.
• It says they’re already on the list: they’ve been added before.
• It didn’t save: reload the page and try again.

1. Open Policies. Documents you need shows how many you hold. Tap Show.
2. For a document you hold, tap Record, give the date of the version you hold and when it’s next due, attach it if you want, and tap Save.
3. For a certificate, pick it from your register under Which certificate is this? and tap This is it.
4. For one that doesn’t apply to your home, tap Doesn’t apply and say why.

When it’s done

The document shows as held, with its next due date. The count at the top goes up.

If it doesn’t work

• It says the certificate isn’t on your register: add it to Certificates first, then reload.
• It says that certificate is in a different category: pick one of the right kind.
• It didn’t save: reload the page and try again.

1. To read and sign lists the policies waiting for you.
2. Open one and read it all the way through.
3. Tick the box to say you’ve read and understood it, then tap Sign.

When it’s done

The policy leaves To read and sign.

If it doesn’t work

• Sign won’t work: tick the box first.

1. Open Risk assessments from the menu. On a phone it’s under Menu.
2. The formal assessments come first: fire, legionella, asbestos and the ones filled in on the app. Each says whether it’s recorded and when it’s next due.
3. Tap Open beside the Risk Register to see the standing risks, each rated before and after its controls.
4. Tap a risk’s name to read the whole of it: the hazards, the controls, who owns it and when it’s reviewed.

When it’s done

The risk opens with its hazards, its controls, its two ratings and its owner.

If it doesn’t work

• A formal assessment says Not recorded: nobody has added the report yet. Ask your manager.
• You’re looking for a resident’s falls or skin assessment: those aren’t here. Look in their care plan.

1. Open Risk assessments, then Open beside the Risk Register.
2. Tap Add a risk (on a phone, Add). Or, as a Manager, tap Show the library and Use this one beside a ready-made assessment: it fills in the hazards and the usual controls for you.
3. Fill in what the risk is, its category, the hazards and who could be harmed, and its owner. Use initials only, never names.
4. Rate it twice on the grid, before and after your controls: tap the cell where how likely meets how bad. Then tap Save.
5. To change a risk later, tap ••• beside it and choose Edit. Only a Manager or the Owner can change one.

When it’s done

The risk is on the register with its score, and the counts at the top move to include it.

If it doesn’t work

• Save does nothing: a field marked * is still empty. Scroll up and fill it in.
• There’s no Edit in the ••• menu: changing a risk is for a Manager or the Owner. Tell them what needs changing.
• A risk is on the register twice: a Manager can delete the extra one from ••• with a reason.

1. A risk taken from the library comes with the checks and audits that show its controls are working. On the Risk Register, tap Open its evidence beside the risk.
2. For each proposed check, tap Accept — add it to Checks, or Accept — work it through as a checklist if it inspects several things at once.
3. To deal with everything still outstanding at once, tap Show the library, then See what needs doing. Accept all takes every proposed check in one go.
4. Under No review date set, pick a date in Review by. It saves as soon as you pick it.

When it’s done

Each accepted check shows Added and appears on Checks with the others. A risk you’ve dated leaves the No review date set list.

If it doesn’t work

• There’s no Open its evidence: the risk wasn’t taken from the library, so the app has nothing to propose for it.
• See what needs doing isn’t there: nothing is outstanding. Every control has something evidencing it.
• The check could not be added: it may already be on Checks under another name. Look on Checks before adding it again.

1. Open Settings and choose Checks & tasks.
2. Under Checks you’ve turned off, look for Risk assessments and proposed checks. Each one shows the reason it was switched off.
3. Tap Bring it back beside the one that applies again.
4. You can do the same from the Risk Register: tap Show the library and Bring it back beside the switched-off assessment.

When it’s done

A message says Back in the risk library, and it’s offered again in the library.

If it doesn’t work

• Nothing is listed: nothing has been switched off, so there’s nothing to bring back.
• That did not work: reload the page and try again. If it keeps failing, tell the Owner.

1. Open Look it up, then Key Contacts. On a phone, it’s under Menu.
2. Tap Add a contact. On a phone the button just says Add.
3. Put in who they are, their number and when to ring them, then save it.
4. Staff see these numbers on the What do I do if… cards, so start with the ones needed in a hurry.

The business continuity plan reads this list too, so a number changed here changes everywhere.

When it’s done

The contact shows in Key Contacts, and on the cards that use it.

If it doesn’t work

• A card still asks for a number: add that contact in Key Contacts.

1. Open Home, then Emergency & Business Continuity. Under The plan, tap Write it here.
2. Work down the sections: who’s in charge, contacts, critical activities, each scenario, residents in priority order, the grab bag, and testing. Contacts come from Key Contacts and Settings.
3. Tap Save draft as you go. Nothing is in force until you make a version.
4. When Finish these before making a version has gone, tap Make this version. Check the next review date and who is responsible, then tap Make this version again.

A version freezes the plan as it reads that day. It then needs signing off.

When it’s done

You see “Version 1 made. Sign it off on Emergency & Business Continuity.”, and the page opens there.

If it doesn’t work

• Make this version stays grey: save the draft first, then finish the items listed under it.
• A contact is wrong in the plan: change it on Key Contacts or in Settings, then save the draft again.
• Still unfinished items are listed when you make it: you can go ahead, and they print as lines to write on.

1. Open Home, then Emergency & Business Continuity.
2. Under The plan, tap Upload a file, or Upload a new version.
3. Choose the file (PDF, Word or a scan), then put in the date on the plan, the next review and the role responsible.
4. Tap Upload.

A new version never replaces an earlier one. Each version is signed off on its own.

When it’s done

You see “Plan uploaded”, and The plan shows the version with Sign it off beside it.

If it doesn’t work

• You can’t see Upload a file: it’s for Managers and the Owner.
• The file won’t open afterwards: upload it again as a PDF.

1. Open Home, then Emergency & Business Continuity.
2. Under The plan, tap Sign it off.
3. Say how this version was reviewed or tested, and what you found. Pick the outcome.
4. Tap Sign it off.
5. To change the next review date or who is responsible, tap Change the review date or role.

Signing off is once per version. If the outcome is Action needed, it raises an Action too.

When it’s done

The plan shows who signed it off and when, and the sign-off is on the Audit & Spot-Check Log.

If it doesn’t work

• There’s no Sign it off: there’s no version yet, or this one is already signed. Make or upload a version first.
• Sign it off stays grey: say how it was reviewed and pick an outcome.

1. Open Emergency & Business Continuity. Staff: tap Search everything and type Continuity.
2. Under The plan, tap Written in the app.
3. Tap Print the plan for the whole plan, or Grab-bag sheet for the sheet that goes in the grab bag.
4. Use your browser’s print, or save it as a PDF.

Managers can also print the working draft with Print the draft. Only the version in force is for everyone.

When it’s done

The printout shows the home, the version and the date printed along the foot of every page.

If it doesn’t work

• It says there isn’t a plan in force yet: a Manager needs to make a version and sign it off first.
• It says the plan is a file: open it from Emergency & Business Continuity and print it from there.

1. Open What do I do if…. A card that needs you says how many steps are still to confirm.
2. Open the card. Each step to confirm has a box: put it in your own words, as staff should read it, then tap Confirm this step.
3. Under Who to call, tap Add the number beside anyone without one. Put in the number and tap Save to Key Contacts.

When it’s done

You see “Step confirmed”, and the card no longer counts that step as still to confirm.

If it doesn’t work

• Confirm this step stays grey: write the step in the box first.
• A number is wrong on every card: change it on Key Contacts. The cards read from there.

1. Open What do I do if…, then tap Review cards.
2. Under Clinical steps for the clinical lead to sign off, read each card with Review the card.
3. Tap Sign off the clinical steps. Tick “I’m the clinical lead, or I have the clinical lead’s agreement”.
4. Tap Sign off the clinical steps again.

A card with steps still to confirm is left out. A step confirmed or changed later needs signing off again.

When it’s done

You see “Clinical steps signed off”.

If it doesn’t work

• It says the clinical steps have changed since you opened the page: reload it and read them again.
• A card isn’t included: confirm every step on it first.

1. Open What do I do if… and tap Print the pack at the foot of the cards. On a card, the same button reads Print the cards.
2. Tap Print the pack.
3. Print it, or save it as a PDF. Each card prints on its own page, with the home’s name and today’s date.

Laminate the cards and put each one where it will be needed, so staff can grab it.

When it’s done

Every card prints with its five steps and Who to call.

If it doesn’t work

• A number on a card is blank: a Manager adds it from the card, under Who to call.

1. Tap Add evidence. It’s in the menu on every screen, and at the top of each evidence page.
2. Choose what kind of evidence it is, and under Files to, the page it belongs on. From a page, that page is already chosen.
3. Say what you saw or did, and the date. Add a resident’s initials if it’s about one person. Attach a photo or document if you have one.
4. If it found a problem, answer Yes to Did this find a problem? and say what was done straight away. Tick Yes, raise an action if someone needs to put it right.
5. Tap Save evidence.

When it’s done

A message says Evidence saved, and the page’s Evidence count goes up by one.

If it doesn’t work

• That file is over 10 MB: take a smaller photo, or save the document as a PDF first.
• It won’t save after a problem: say what was done immediately. A problem can’t be filed without it.
• Nothing was saved: check your connection, then tap Save evidence again.

1. Open the register: from a check’s panel, from Home, or from the evidence page it sits on.
2. Tap the button at the top. It’s named for what you’re adding, such as Log a reading, Add a risk or Log a meeting. On a phone it says Add.
3. Fill in each field. Those marked * have to be filled. On a daily log, Same as the last entry copies the last entry’s answers but never its date.
4. Use initials for residents, never names. Then tap Save.

When it’s done

A message says Row added, and your entry shows at the top of the register.

If it doesn’t work

• There’s no add button: that register isn’t part of your access level. Ask your manager to add it.
• Save does nothing: a field marked * is empty. Scroll up to find it.
• Failed to add row: check your connection and tap Save again. Your answers are still in the form.

1. Open the register and find the entry. Tap ••• beside it.
2. Choose Edit to change it, or Attach a document to add its paperwork. Attaching again replaces the document on that line.
3. To take it off the register, choose Delete this row and give a reason. On the registers that keep an Archived list, such as incidents and safeguarding, choose Archive it instead: it can be restored.
4. To bring an archived entry back, scroll to Archived at the foot of the register, tap Show beside the count, then Restore.

When it’s done

The register shows your change straight away. An archived entry leaves every count and Today, and sits under Archived with who archived it and why.

If it doesn’t work

• There’s no ••• beside the entry: changing entries is for a Manager or the Owner.
• A reason is needed: say why in a few words. Who removed it, when and why stay on the record.
• You want an archived entry gone for good: ask the Owner. Some registers never allow it.

1. Open the page and tap Edit page.
2. Change the words where they sit. Say what this home does, in its own words.
3. Tap Save.
4. To start again from the app’s standard wording, tap Restore standard wording and confirm. Your own text on that page is replaced.

When it’s done

A message says Page saved, and the page reads as you wrote it.

If it doesn’t work

• Failed to save: check your connection and tap Save again before leaving the page.
• Mark reviewed & approved is greyed out: save or cancel your edits first.
• It won’t save without the line about calling 999: put it back. Every What do I do if… card keeps it.

1. Open the page. Anything not filled in says so, with Fill in beside it. On Inspection, Fill them in gathers every blank on a statement.
2. Tap Fill in, type or choose the answer, and tap Save. A home detail, like who leads a page, updates Settings and every page that uses it.
3. Where the page asks a question, tap Answer this, write what happens here in practice, and tap Save.

When it’s done

The blank shows your answer, and the page’s count of details to fill in goes down.

If it doesn’t work

• That didn’t save: try again. If it keeps failing, reload the page.
• A blank comes back on another page: it’s filled from Settings. Fill it once, in Settings, and every page picks it up.

1. Your home’s details from Settings, like the local authority or the safeguarding lead, fill in pages, policies and cards. They show marked as your detail.
2. Open Settings, then Your home. Under Your details to check, read each one.
3. Tap Still right if it is. Tap Change to correct it, or Remove from the list if it no longer applies.
4. The same list shows in a page’s Quarterly sign-off, for the details that page uses.

When it’s done

Each one you check says Checked, and it leaves the list until it’s due again.

If it doesn’t work

• A page can’t be approved: contact details like phone numbers must be marked Still right first.
• That didn’t save: check your connection and try again.
• A detail is wrong everywhere: change it once here. Every page and policy that uses it changes too.

1. Open the page and scroll to the foot. Tap Something on this page you don’t do?
2. Tap Doesn’t apply beside the section.
3. Say why, for example that no resident here is enterally fed. Tap Save.
4. If it applies again, open the same list and tap Put it back.

When it’s done

The section is replaced on the page by your reason, and the link at the foot counts the sections marked not applicable.

If it doesn’t work

• There’s nothing at the foot of the page: it has no sections that can be marked.
• You’re tempted to use it for a gap: don’t. An inspector reads your reason, so it has to be true.

1. When the app’s standard wording for a page moves on, it shows in Settings, Data & updates, under Page updates. Tap Review page updates.
2. Open a page. Each section that differs is shown on its own. Tap See both to compare yours with the new wording.
3. Tap Take the new wording, or Keep mine. A section that’s new to the standard offers Add it or Leave it out.
4. Decide one section at a time. The rest of the page stays as you wrote it.

Each section is taken or kept whole. Where it says Differs, there’s no record of which side changed, so look at both first. To keep yours and copy one line across, open See both, then edit the page.

When it’s done

The section is updated, or kept. A section you kept isn’t offered again unless the standard changes again.

If it doesn’t work

• Page updates says Nothing to do: every page matches the standard, or you’ve already decided on each section.
• Could not update the page: reload and try that section again.

1. Each evidence page is reviewed and approved every quarter. Open the page and read it through.
2. In Quarterly sign-off, tap Mark reviewed & approved.
3. Add anything you noticed during the review if you want to, then tap Confirm review.
4. Some checks are reviews of a register. When one opens in its panel, tap Reviewed beside each entry as you go through it.

When it’s done

A message says Page marked reviewed & approved, and the sign-off shows today’s date and your name.

If it doesn’t work

• The button is greyed out: fill in the details it says are missing, or save or cancel your edits first.
• It asks you to check contact details first: mark them Still right in Your details to check.
• Could not save the review: reload the page and try again.

1. Everything reviewed on one day comes due on one day. Open Spread review dates from Home, Governance, or from Spread the review dates on the Risk Register.
2. It proposes dates week by week for pages, and month by month for policies and risks, soonest to run out first. Tap Show to see what falls in each.
3. Tap Save the plan for the pages, and Apply these dates for policies and risk assessments.

Nothing moves until you apply it, and a date can only move earlier than it’s due now, never later.

When it’s done

The new dates show on each page, policy and risk. Nothing moves until you save or apply it.

If it doesn’t work

• Some dates aren’t allowed: a review can only move earlier, never later than it’s due now.
• Nothing changed: you need to tap Save the plan or Apply these dates. Reading the plan changes nothing.

1. Open Inspection. It shows your evidence against CQC’s 34 quality statements, by key question.
2. Tap Safe, Effective, Caring, Responsive or Well-led. Each statement says how strong its evidence is and how many things are left to do, fewest first.
3. Open a statement to see what to do: fill in, review and approve, or add evidence.
4. Tap Export evidence pack for everything you hold, grouped the same way. Tap Save as PDF to keep or send it.

When it’s done

The evidence pack opens with every key question and the pages feeding it, ready to save as a PDF.

If it doesn’t work

• A statement says nothing recorded: no page or register feeds it yet. Add evidence to the page it names.
• You want to know your rating: this can’t tell you. It reads your own records, not CQC’s judgement.

1. Open Inspection and tap Add a page.
2. Give the page a title and choose the area it belongs to.
3. Tap Add the page. Then open it, tap Edit page and write it.
4. A page without an area says No area yet. Tap No area yet: choose one to give it one.

When it’s done

The page appears in its area on Home and Inspection, ready to edit.

If it doesn’t work

• It won’t add: give the page a title and choose an area first.
• The page might already exist: search everything for its name before adding your own.

1. Open Inspection, Your examples, and tap Add a case study. Or open the Case Studies page.
2. Write a one-line summary. Then paste in the case study, attach the document, or both. Use initials for the resident.
3. Tap Save case study.
4. To take one out of the library, open it and tap Remove.

When it’s done

A message says Case study saved, and it opens in place in the library.

If it doesn’t work

• The document is too big: it has to be 10 MB or less.
• Save case study is greyed out: save or cancel the edit you have open first.

1. Open Inspection and tap Self-assessment. Tap Register, then Record an assessment.
2. Pick the quality statement from the list, rate where you stand honestly, and tap Save.
3. For examples of good practice, open Your examples and tap Add an example under the right heading. Or open the examples log itself and tap Log an example.
4. Say what happened and what difference it made. Use initials, never names.

Rate each statement every quarter. Ratings that move over time are what show improvement; one snapshot can’t.

When it’s done

A message says Row added, and the entry counts towards that statement on Inspection.

If it doesn’t work

• There’s no Self-assessment tab: it’s for a Manager or the Owner.
• Your area isn’t in the list: pick the nearest quality statement. Then Inspection and your log talk about the same thing.

1. Open Reports. Each report says where it stands this month.
2. Tap the button on the one you need: Open the briefing, See patterns, Build a pack, Start a draft and so on.
3. Most reports have Save as PDF at the top, to print or send.

When it’s done

The report opens, built from your records as they are now.

If it doesn’t work

• It says This page is for managers: reports are for a Manager or the Owner.
• A figure looks wrong: it comes from a register. Correct the entry there and the report follows.

1. Open Reports and tap Build a pack on the governance pack.
2. Choose the period, such as Last 7 days or Last 30 days. The pack fills in from what was recorded in that time.
3. Tap Save as PDF to take it to the meeting.
4. After the meeting, open the Governance Meeting Log, tap Log a meeting, and record what was discussed, what came of it and when the next one is.

When it’s done

The pack shows the period’s figures, and the meeting is on the log with its next date under Upcoming meetings.

If it doesn’t work

• A section is empty: nothing was recorded for it in that period. Choose a longer period.
• You need what’s outstanding today: that isn’t in the pack. Look on the Manager’s Briefing and Today.

1. If the home sends the council a monthly return, open Reports and tap Enter beside KPI return. Or open the KPIs page.
2. Tap Record a monthly return.
3. Fill in the figures, the date you sent it and who to, in the council’s own wording. Tap Save return.
4. To take one back out, tap Remove on it and confirm.

When it’s done

A message says KPI return saved, and the trend over the last 12 returns updates.

If it doesn’t work

• Save return is greyed out: save or cancel the return you have open first.
• You don’t send the council a return: leave this page alone. Nothing chases it.

1. When CQC asks for your Provider Information Return, open Reports and tap Start a draft. Or open PIR Return and tap Start a new return.
2. Put in the date CQC wants it by and tap Save the due date. Today reminds you 7 days before.
3. Work through each section. Some questions show a suggested figure from your registers. Check it before you use it. Tap Save answers as you go.
4. When every answer is checked, tap Approve this return and Yes, approve it. Then copy the answers into CQC’s own online form.

When it’s done

The return says Approved, with who approved it and when.

If it doesn’t work

• CQC hasn’t received it: this app doesn’t send anything. Submit through CQC’s portal using the link they email you.
• Approve keeps only what’s saved: tap Save answers first.
• A question reads differently on CQC’s form: go by CQC’s wording when you submit.

1. At the end of a month, open Quality Reports and tap Draft with the month’s name, for example Draft September. This needs the AI features switched on by the Owner.
2. The draft lands with each section beside the register it came from. Read it against them.
3. Tap Edit the text to correct anything, then Save changes.
4. Tap Approve this report, then Yes, approve it. Nothing counts until it’s approved.

When it’s done

The report says Approved, and it’s kept under Earlier months.

If it doesn’t work

• There’s no Draft button: the AI features are switched off. Only the Owner can switch them on, in Settings.
• A figure is wrong: correct the register entry, then fix the text before you approve.
• Something went wrong drafting the report: try again in a few minutes.

1. Open Patterns & Insights from the menu. A Manager also finds it on Reports. Each pattern traces back to entries in your registers, and goes once the pattern stops.
2. Tap a pattern’s link to see the entries behind it. As a Manager, tap Acknowledge once you’ve dealt with it.
3. For every evidence page and where it has got to, open the Compliance Overview. Filter it by Draft, To finish and review or Ready to approve. Save as PDF prints it.

When it’s done

An acknowledged pattern moves out of Worth your attention. The overview lists every page with its status.

If it doesn’t work

• A pattern won’t go: it goes when the records behind it change, not when it’s acknowledged.
• Nothing shows: no pattern is showing in your records right now.

1. Tap Look it up in the menu. On a phone it’s under Menu.
2. CQC registration has the home at a glance: its registered activities, key documents and the five key questions.
3. Templates lists the forms the home uses and where each one lives.
4. Introduction has the registration details, the type of service and the local authority.

When it’s done

The page opens to read. Details from Settings are marked as your detail.

If it doesn’t work

• A detail is missing or wrong: it comes from Settings. Tell your manager.
• Look it up isn’t in your menu: with Reader access you see the home’s policies only.

1. They’re off until the Owner switches them on: Settings, Data & updates, AI features, then Let people in this home use the AI features. Only Managers and the Owner can use them.
2. The Assistant answers questions about your records. It reads them and can’t change them. It sends your question, your home’s details from Settings and the records it looks up. Residents go as initials, people in Settings by their role, and it can’t read staff records.
3. Think it through, on an incident, works through what may have caused it. It sends that incident’s details with the resident’s initials, and the dates and types of related incidents.
4. Draft from your records, on the PIR and the monthly quality report, sends dates, types and counts from your registers and your own page answers, but no incident descriptions. Draft from our records and Strengthen this, on a page’s question, send the question and a few details by role.
5. Before anything is sent, names the app knows are swapped for initials or a role. A name it doesn’t hold, like a relative’s, can slip through. Write initials only.

When it’s done

The answer or draft appears for you to read and correct. Nothing is saved until you save or approve it yourself.

If it doesn’t work

• You can’t see the Assistant or a Draft button: the AI features are switched off, or you aren’t a Manager or the Owner.
• It says it can’t read a register: staff records are kept out of the AI features on purpose.
• Something went wrong: wait a moment and try again. A draft is never filed until you approve it.

1. In the menu, open Set up the home, then Settings. Your home opens first.
2. Each part has its own Save button: home details, key people, systems and tools, and strengths and context.
3. Change what you need, then tap that part’s Save, such as Save home details.
4. Pages and policies that name a detail fill it in from here, marked “From Settings”.

When it’s done

The part shows your new details, and “Unsaved changes” goes. Pages and policies show the new detail straight away.

If it doesn’t work

• Save is greyed out with “Fix the field marked above to save”: correct the field marked in red.
• You moved away without saving: tap Discard changes or Save before you leave the part.
• You can’t open Settings: only the Owner and Managers can.

1. Open Settings, then Data & updates.
2. Under AI features, tick or untick Let people in this home use the AI features.

The features only ever see initials, never a resident’s or a team member’s name, phone number or date of birth.

When it’s done

“AI features switched on” or “switched off”. Managers see the drafting buttons only while they’re on.

If it doesn’t work

• You can’t see the switch: only the Owner can change it.
• It says nothing was changed: try again.

1. Open Settings, then Team & access. Roles lists the jobs that checks and Actions can go to.
2. Tap Add a role and give its name, for example Maintenance lead.
3. Under How is it held?, choose Changes each shift (someone takes charge on Today) or Held by named people.
4. Tap Add the role, then Choose who holds it, or Choose who can take charge.
5. To change one later, tap Rename or Archive.

When it’s done

“Role added”. Checks and Actions can now be allocated to the role.

If it doesn’t work

• It says nothing was saved: try again.
• Someone isn’t in the list to choose: they need to be a member of the home first.

1. Open Settings. Your home has Shift times and Staff headcount.
2. Under Shift times, give when the early, late and night shifts start, as HH:MM, then tap Save shift times.
3. Under Staff headcount, give the number of staff coverage is counted against, then tap Save headcount. If it’s still right, tap Still right.

When it’s done

“Shift times saved” and “Staff headcount saved”. Today asks for each shift log from the new times.

If it doesn’t work

• Save shift times is greyed out: fix the times marked above. They need to be in HH:MM, like 07:30.
• It says it couldn’t save: try again.

1. Open Settings, then Checks & tasks.
2. Under Task deadlines, choose the day weekly tasks are due, the day monthly tasks are due, and the month yearly tasks are due. Tap Save deadlines.
3. Under How often you see each person, set how often supervision and appraisal happen, and how long probation runs. Tap Save.
4. For the monthly returns, go back to Your home. Under Monthly returns, set the due day for each and tap Save due days.

When it’s done

“Task deadlines saved”, “Saved — new reviews will use these” and “Due days saved”. Checks and Today use the new dates.

If it doesn’t work

• It says it couldn’t save: try again.
• A review already booked kept its old date: that’s expected. Only new reviews use the new gap.

1. Open Settings. Under Your home, Call bell target is what the quarterly call bell review is judged against.
2. Give the response target in minutes and tap Save call bell target.
3. Then open Checks & tasks. Under How long a case may sit, set how long a safeguarding concern, open incident, outbreak, investigation or lapsed DoLS can go before the app comes back to it.
4. Tap Save intervals.

When it’s done

“Call bell target saved” and “Case update intervals saved”.

If it doesn’t work

• Save call bell target is greyed out: fix the number above. It’s a number of minutes.
• It says it couldn’t save: try again.

1. Open Settings, then Induction.
2. Under Your numbers, set the extra shifts a new starter works, the weeks to complete the Care Certificate, and when progress is reviewed. These fill the Induction policy too.
3. To change a standard step, tap Edit, change its title or the line under it, and tap Save. Tick Leave this step out of new programmes to drop it.
4. To add your own, tap Add your own step, give its title and the line under it, and tap Add it.

Changes reach inductions started after you save. An induction already running keeps its steps.

When it’s done

“Induction saved”. New starters’ programmes use your steps and numbers.

If it doesn’t work

• You want the standard wording back: tap Restore standard wording on the step, or Restore standard wording for every step.
• It didn’t save: try again.

1. Open Fees & invoicing and tap Change the invoicing cycle.
2. Choose the invoicing cycle and the payment terms. For a 4-weekly cycle, give the date a period starts on.
3. Tap Save.

Only people with money access see fees and invoicing.

When it’s done

“Invoicing settings saved”. This period shows the new cycle.

If it doesn’t work

• You can’t open Fees & invoicing: you need money access. Ask the Owner.
• It didn’t save: reload the page and try again.

1. Open Home, then Rooms & Areas under Building & equipment.
2. Tap Add a room or area (Add on a phone). Give its name and type, and say whether it’s in use.
3. Save it. Do this once for every room and communal area.

Checklists done room by room, like the IPC audit, take their rooms from this list.

When it’s done

The room is on the list, and room-by-room checklists offer it.

If it doesn’t work

• A room is missing from a checklist: check it’s on this list and marked in use.
• You can’t change an entry: only the Owner and Managers can. Ask one of them.

1. Open Settings, then Team & access. Under Run more than one home?, give the group a name and tap Create the group.
2. In the menu, open Set up the home, then Your homes.
3. To add a home, type its name under Add another home and tap Continue. Check the price, then tap Confirm and add the home. To bring in a home you already run, use Bring a home into the group.
4. To invite someone to work across the group, tap Generate invite link and send it to them.
5. To take a home out, tap Take a home out of the group and confirm.

Nobody loses access to a home that leaves the group if they’re a member of the home itself.

When it’s done

Your homes lists every home in the group, and the home switcher at the top of the menu moves between them.

If it doesn’t work

• You can’t see Your homes: only the Owner of a group sees it.
• It says it couldn’t add the home or work out the price: try again.
• An invite hasn’t been taken up: it shows as Invited, not yet accepted. Generate another if it’s been lost.

1. Sign out. On a phone, Sign out is under Menu, at the bottom. On a computer, it’s under your email at the bottom left. If you only read policies, it’s at the top right.
2. On Sign in, tap Forgot your password?
3. Put in your email and tap Send reset link.
4. Open the email, tap the link, type your new password twice and tap Save new password.

When it’s done

You’re signed in again, and the new password works from then on.

If it doesn’t work

• No email: look in your junk folder, and check it’s the email address you signed up with.
• The link says it has run out: ask for another from Forgot your password?. Use the newest email.

1. Sign in on your phone’s browser.
2. iPhone, in Safari: tap the Share button, then Add to Home Screen, then Add.
3. Android, in Chrome: tap the three dots at the top, then Add to home screen or Install app.
4. It opens straight to Today from then on, like any other app.

When it’s done

The app’s icon is on your home screen, and it opens on Today.

If it doesn’t work

• No Add to Home Screen on an iPhone: it’s only in Safari. Open the app in Safari and try again.
• It asks you to sign in again: sign in and carry on. That happens after Sign out, or after a long time away.

1. Open the invite link you were sent.
2. Tap Create account, choose a password, type it again and tap Create account.
3. If it says Check your email, open that email and tap the link.
4. You land on your policies. Next time, sign in with the same email and password.

When it’s done

You see your policies, with To read and sign at the top.

If it doesn’t work

• The link has run out: ask the home to send a new invite.
• You’ve forgotten your password: on Sign in, tap Forgot your password?.

1. On Sign in, tap Forgot your password? under the password box.
2. Put in the email address you signed up with and tap Send reset link.
3. Open the email and tap the link in it.
4. Type a new password of at least 8 characters, type it again, and tap Save new password.

The page says Reset link sent whether or not the email is on an account, so nobody can use it to find out who works here.

When it’s done

You’re signed in with the new password, and the old one no longer works.

If it doesn’t work

• No email: look in your junk folder, and check it’s the email address your invite went to.
• It says This link has expired or has already been used: go back to Forgot your password? and ask for a new one. Use the newest email.
• It says The two passwords don’t match: type the new password the same way in both boxes.

1. On a phone, tap Menu at the bottom. Sign out is under Signed in, at the bottom of the page.
2. On a computer, Sign out is under your email at the bottom left.
3. If you only read policies, Sign out is at the top right.

Always sign out on a shared computer, such as the one in the office or at the nurses’ station.

When it’s done

You’re back on Sign in. Nothing of yours shows until someone signs in again.

If it doesn’t work

• You can’t see Sign out on a phone: open Menu and scroll to Signed in, at the bottom.
• It signs you straight back in: someone else’s browser may have saved your password. Clear it in that browser’s settings.

1. Open Look it up, then Guides. On a phone, it’s under Menu.
2. Start here, at the top, lists the guides to read first at your level.
3. Type a word in the search box, such as induction or temperature. The guides that match show as you type.
4. Or look down the list. Guides are grouped by area of the job, and you only see the ones for your access level.

When it’s done

The guide opens with its steps, a picture of the right button, and what you see when it’s done.

If it doesn’t work

• Nothing matches: try a different word, such as check instead of audit, or clear the search to see them all.
• A guide talks about a button you don’t have: it may be for another access level. Ask your manager.