Care document management
Staff files, client records and your own agency paperwork, filed where the work happens, with expiry dates tracked and access enforced by the database rather than by good intentions.
Three filing cabinets, none of them a desktop folder
Most agencies keep staff files in one drawer, client paperwork in another, and the agency's own certificates in a folder on somebody's desktop. Here each one has a proper home, and every document is attached to the thing it belongs to.
The staff file
Everything you need to evidence that a carer was safe to send into someone's home.
- Contracts, job descriptions and application forms
- Background checks and right to work
- Training certificates and qualifications
- References, supervisions and appraisals
- Driving licences, photo ID and proof of address
- Fit notes, sickness notes and, where they exist, disciplinary and grievance records
The client record
The paperwork that sits behind a care package, kept with the service user it concerns.
- Signed care plans and risk assessments
- Consent forms
- Hospital discharge letters and GP letters
- Social worker reports
- Mental capacity assessments and best interest decisions
- DoLS authorisations
- Incident reports and safeguarding referrals
The agency's own records
Your own paperwork gets its own home, the policy library, rather than being filed against a person.
- Policies and procedures you upload, or draft in the app
- A template library showing only what applies to your nation
- Insurance and registration evidence, kept beside the checklist item it answers
- Anything sent to your regulator marked as part of that pack
The documents that expire are the ones that catch people out
A background check, a right to work document, a training certificate, a driving licence. Every one of them has a date on it, and every one of them is a problem the moment it passes without anyone noticing.
Any document here can carry an expiry date, and those dates are surfaced rather than buried. The question stops being "is anything out of date?" and becomes "what expires next month?", which is a question you can actually act on.
When a renewed certificate arrives, you upload it against the one it replaces. The file becomes v2, the previous version is kept rather than overwritten, and the history of what you held and when is still there to show.
The background check itself is tracked on the carer's record rather than on the file, and it is there that the wording follows your nation, with DBS in England and Wales, PVG in Scotland and AccessNI in Northern Ireland.
What the database enforces, not just the interface
This is the part worth being specific about, because "secure" on its own means very little.
Scoped to your agency, in the storage layer
Every file in the document store is partitioned by agency, and reads, uploads, changes and deletions are each restricted the same way. Somebody signed in to a different agency cannot reach your files, and that is enforced underneath the application rather than by a check the application is trusted to remember.
Family and applicant logins cannot reach document records
The records in the document store are denied to those logins by restrictive database policies, not by hiding a menu item. The files themselves are partitioned by agency.
Attached to the person, not dumped in a folder
A document belongs to a carer or a service user. A signed care plan, a hospital discharge letter or a wound photo sits with the person it is about, and a contract, a training certificate or a background check sits in the staff file it belongs to. Nothing lives in a shared drive that nobody has tidied since 2023.
Applicants file their own paperwork
Recruitment is where document admin really bites. Candidates get their own login and upload right to work, ID and qualification documents themselves, into a separate applicant store, so nobody on your team is downloading attachments out of an inbox and renaming them by hand.
When someone is hired, you are not starting their staff file from nothing. See how the recruitment pipeline handles it end to end.
Your nation decides what a staff file needs
Staff files know which nation you are registered in. A Scottish agency gets an SSSC registration slot on every carer file, a Welsh agency gets Social Care Wales, and a Northern Irish agency gets NISCC. England has no mandatory register for individual care workers, so English agencies are never asked for one.
Regulator labelling for CQC, CIW, the Care Inspectorate and RQIA lives in the compliance tooling rather than in the file store.
Document Management, Answered Properly
What you can store, who can reach it, expiry tracking and applicant uploads.
See it with your own files
Set up an agency, upload a handful of real documents, and see how the filing, the expiry dates and the access rules behave. Free while you have up to 5 carers, with your office team unmetered.