Follow these steps to login as Master Admin:

• Open the login page.
• Enter your username.
• Enter your password.
• Select Admin from the role dropdown.
• Click Sign In to access your dashboard.

🏠 Adding a New Care Home — Step-by-Step

🟦 Stage 1: Start Adding a New Home

• 🔐 Log in to the Master Admin section.
• 📂 Go to Care Home Management Dashboard.
• ➕ Click the blue + Add Home button above the Homes table.
• 🪟 The Add New Home pop-up window opens.

🏡 Stage 2: Enter Home Details

• 🏠 Enter Home Name
• 📍 Enter Full Address
• 🛏️ Enter Total Rooms
• 🚪 Enter Single Rooms count
• 🚪🚪 Enter Double Rooms count
• 🛌 Enter Total Beds
• 👤 Create Staff Username
• 🔒 Create Staff Password
• 📧 Enter Staff Email Address

🧾 Stage 3: Enter Organization Details

• 🏢 Enter Business Name
• 📄 Legal / Registered Name
• 🆔 CRN (Company Registration Number)
• 🏤 Address Line 1
• 🏬 Address Line 2 (Optional)
• 🗺️ Postcode / Town
• 👥 Contact Person Name
• 📧 Contact Email
• 📞 Contact Phone

💾 Stage 4: Save the Home

• 👀 Review all details
• ✔️ Ensure required fields are filled
• 💙 Click Save Home
• ✅ Wait for confirmation

📋 Stage 5: Verify the New Home

• 🔍 Check the Homes table
• 🏠 Confirm the home appears
• 📝 Open record to verify details

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🏢 View Homes — Step-by-Step

🟦 Stage 1: Open Directory

• 🔐 Log in to Master Admin
• 📂 Go to Dashboard
• 🟩 Click View All Homes
• 🪟 Directory popup opens

📋 Stage 2: Directory Information

• 🔢 # — Serial Number
• 🏠 Home Name
• 📍 Address
• 🛏️ Beds
• 👥 Residents
• 🏦 Bank Balance
• 💵 Cash Balance
• 💰 Total Balance
• ⚙️ Edit/Delete Actions

🛠️ Stage 3: Manage Homes

• ✏️ Edit — Update details
• 🗑️ Delete — Remove home permanently

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👥 Viewing Staff Directory

🟦 Stage 1: Open Staff Directory

• 🔐 Log in to Master Admin
• 📂 Go to Dashboard
• 🟪 Click View Staff
• 🪟 Staff Information popup opens

📋 Stage 2: View Details

• 📅 Generated On Date
• 👥 Total Staff
• 📑 Table shows:
  • 🔢 #
  • 🏠 Home Name
  • 👤 Staff Name
  • 📧 Email
  • 🗓️ Created Date

🖨️ Stage 3: Print Report

• 🖨️ Click Print
• 📄 Save as PDF or Print

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📊 Generating Management Report

🟦 Stage 1: Generate Report

• 🔐 Log in
• 📂 Go to Dashboard
• 🔵 Click Generate Report
• 🪟 Report popup opens

📋 Stage 2: Report Details

• 🏠 Total Homes
• 🛏️ Total Beds
• 👥 Total Residents
• 🚫 Vacant Beds
• 💰 Total Balance
• 📑 Detailed table for each home

🖨️ Stage 3: Print

• 🖨️ Click Print
• 📄 Save or Print

📊 Generating Report

Step 1: 🔐 Log in
Log in to the Master Admin section and go to the Care Home Management Dashboard.

Step 2: 🏠 Select Care Home
From the Select Care Home dropdown, choose the correct home (e.g., WEB CARE).

Step 3: 📄 Generate Report
Click the Generate Report button. The Care Homes Report pop-up will appear.

Step 4: ⚙️ Set Report Options

• Report Type: Residents list / Financial Summary etc.
• Filters: Apply date range, age, or category.
• Format: Choose PDF or Excel/CSV.

Step 5: 🖨️ Print or Save
Click the Print button to print or save as PDF.

Step 6: ❌ Close Report
Click the red Close button to return to the dashboard.

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👤 Adding a New Resident

Step 1: 🔐 Access the Add Resident Form
Go to Residents Management → Add New Resident.

Step 2: 📝 Enter Personal Information

• Title
• First Name
• Last Name
• Date of Birth
• Gender

Step 3: 🆔 Enter Identification & Contact

• NHS Number
• Phone Number
• Address

Step 4: 💊 Enter Medical Information

• Medical Conditions
• Current Medications

Step 5: 🏥 Enter Admission Details

• Admission Date
• Room Number

Step 6: 👪 Enter Next of Kin (NOK) Details

• NOK Name
• NOK Email Address
• NOK Phone Number
• NOK Relationship

Step 7: 💾 Save or Reset

• Add Resident (Blue Button) — Save the resident details.
• Reset Form (Purple Button) — Clear all fields.

💰 Add Money

1. 👤 Enter Payer/Resident Name — Select the person/entity giving money.
2. 🏦 Select Account — Where the money will be deposited.
3. 📂 Select Category/Head — For accurate reporting.
4. 📅 Enter Date — Defaults to today’s date (e.g., 22/11/2025).
5. 💵 Enter Amount — Total received.
6. 🔢 Enter Reference — Unique number/code for tracking.
7. ✏️ Enter Description — Brief explanation of payment.
8. ✅ Confirm Details — Review for accuracy.
9. 💾 Add Money — Click blue button to save.
10. 🔄 Reset Form (Optional) — Clear all fields.

Best Practice Tip: Always select correct Category/Head for accurate reports.

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💸 Add an Expense

1. 📝 Fill Expense Details — Type, Amount, Resident (optional), Payment Type, Reference, Date, Description, Upload Proof.
2. ✅ Confirm and Save — Click Add Expense (Blue Button). Reset form if needed.
3. 📊 Check Updates — Daily Transactions updates automatically.

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⬇️ Paid Back / Drop

1. 📝 Enter Drop Details — Drop Amount, Resident (optional), Reason, Payment Type, Reference, Date, Description, Upload Proof.
2. ✅ Confirm and Save — Click Process Drop (Blue Button). Reset form if needed.
3. 📊 Check Updates — Total Drops summary updates automatically.

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🔄 Transfer Funds

1. 📝 Fill Transfer Details — Amount, Resident (optional), Transfer Method, Reference, Date, Description.
2. ✅ Confirm and Save — Click Process Transfer (Blue Button). Reset form if needed.
3. 📊 Check Updates — Overall Bank & Cash Balances update automatically.

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📅 Daily Transactions

1. 📊 Check Key Summary Cards — Total Income, Expenses, Drops, Net Balance, Overall Bank/Cash Balance.
2. 🗂️ View Transaction List — Table shows all transactions for the date range.
3. ⚙️ Use Filters — By Date Range, Type, Resident.
4. 🟦 Use Action Buttons — Add Money, Add Expense, Paid Back, Transfer, Daily Transaction.

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📊 Generate Report

1. 📈 Review Financial Summary — Total Income, Expenses, Drops, Net Balance, Income Transactions, Recent Transactions.
2. 🗂️ Check Transaction Details Table — Date, Type, Description, Resident, Amount, Payment Method.
3. 📅 Analyze Monthly Trends — Last 6 months’ Income, Expenses, Drops, Net Balance.
4. 💳 Review Payment Methods — Cash, Bank, Credit Card totals and counts.
5. 📝 Next Steps — Log new transactions (Add Money / Add Expense) and regenerate report.

🧭 Reports & Analytics Overview

• Total Care Homes 🏠: 6 homes in the system
• Total Residents 👤: 39 residents across all homes
• Total Balance 💰: £11,489.27 (all homes combined)

1️⃣ Time Period Reports 📅

Purpose: Analyze financial performance over a specific timeframe.

1. Select Report Type 📊 – Yearly, Monthly, Quarterly, etc. (currently Yearly Report selected).
2. Apply Filters ⚙️ – Choose Year (e.g., 2025) and optionally a Resident.
3. Generate Report 🖨️ – Click Generate PDF Report to produce the report.

Example: Yearly Report 2025 – Anchorage Care Home

• Resident List 👤 – Names and room numbers.
• Monthly Financial Breakdown 📈 – Monthly totals for Income, Expenses, Drops, and Net Balance.
• Transaction Details 🗂️ – Lists all transactions for the year (may show “No transactions found” if none logged).

2️⃣ Category Reports 🗂️

Purpose: Focus on operational and combined data across homes, not just financial periods.

1. Select Report Type 📊 – Care Home Report, Resident Details Report, Staff Report, etc. (currently Care Home Report selected).
2. Generate Report 🖨️ – Click Generate PDF Report.

✅ Summary of Report Generation

1. Navigate to Reports & Analytics (or click Generate Report from a module).
2. Choose either Time Period Reports 📅 or Category Reports 🗂️.
3. Select the Report Type and apply necessary Filters (Year, Resident, Care Home).
4. Click Generate PDF Report 🖨️ to view or download the report.

Manage user responses:

• View submitted feedback and messages.
• Reply to users and assign follow-ups to staff.
• Mark feedback as resolved or escalate.

Survey workflow:

• Create a new survey template.
• Assign surveys to specific care homes or staff.
• Analyze survey responses and export results.

💷 Petty Cash Management

Manage petty cash balances for all care homes:

Step 1: 🏠 View Petty Cash Table

• Home Name 📋: Lists all care homes (e.g., WEB Care, Orchid Woodlands).
• Remaining Amount 💰: Shows current petty cash balance for each home.
• Last Updated ⏰: Date/time when balance was last changed.
• Actions:
  • + Add Money ➕ (Green Button) – Top up or add funds.
  • View 🔵 (Blue Button) – See past petty cash transactions for the home.

Step 2: ➕ Add Money to Petty Cash (Single Home)

1. Click the + Add Money button for a specific home (e.g., WEB Care).
2. Fill in the form:
   • Home Name 🏠: Already selected.
   • Amount to Add 💵: Enter cash being added (e.g., 200.00).
   • Transaction Date 📅: Date of top-up (e.g., 22/11/2025).
   • Description ✏️ (Optional): Brief note (e.g., "Weekly Petty Cash Float Top-up").
   • Receipt 📎 (Optional): Upload supporting document if available.
3. Click Add Money (Blue Button) to complete the top-up.

Step 3: ➕ Add Money Across Homes

1. Click the main + Add Money to Home button at the top of the page.
2. Select Home 🏠 – Choose the care home from the dropdown list.
3. Proceed to the same Add Money form as above.

Step 4: ⚠️ Important Notes

Adding money to petty cash is usually recorded as a Transfer or a specific Expense in the main Accounts Management system.
This reflects money moving from the main Bank Account to the Cash Account.

This system notifies you when key balances drop below pre-set thresholds to prevent cash flow issues and resident billing problems.

• Step 1: Configure Thresholds ⚙️
  • Click Configure Thresholds.
  • Resident Alert Threshold 👤 – Default £100.
  • Petty Cash Alert Threshold 💰 – Default £50.
• Step 2: Resident Balance Alerts 👥
  • Shows residents below £100 balance.
  • Action Buttons:
    • View Residents 🔍 – Opens Resident Management page filtered for low balances.
    • Send Email ✉️ – Notifies care home manager or next-of-kin.
• Step 3: Petty Cash Alerts 🏠
  • Shows care homes below £50 petty cash.
  • Alert: "Petty Cash Below Threshold" in red.
  • Action: Manage Petty Cash 💷 – Opens the Petty Cash Management page for that home.
• Step 4: Send Email Notifications ✉️
  • Click Send Email.
  • Pre-filled template appears:
    • Subject: Low Balance Alert – Care Home Name
    • Body: Lists residents with low balances (Name, NHS Number, Room, Current Balance, Phone Number)
  • Enter recipient email in the To: field and click Send Email.
• Step 5: Clear Alerts ✅
  • Resident Alerts: Add Money transaction to bring balance above £100.
  • Petty Cash Alerts: Add Money transaction to bring balance above £50.

🏢 Organizations

1. Access Organizations List
Go to Staff Management → Organizations. The table shows all registered organizations.
Note: If “No organizations found” appears, no records exist yet.

2. Organization Information Displayed

• Home: Name or identifier of the location
• Business Name: Trading name
• Legal Name: Official registered name
• CRN: Company Registration Number
• Contact Phone: Main phone number
• Action: View / Edit / Delete buttons

3. Searching for an Organization
Use the Search Bar at the top-right: “Search by name, phone or postcode”. Enter part of the name, phone, or postcode. The table will filter automatically.

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➕ Add a New Employee

Step-by-step checklist for adding a new starter:

Step 1 — Basic details
Open Staff Management → Add Employee. Fill Title, First Name, Middle Name (if any), Surname, Previous surname (if any), Date of Birth, Postcode/Town, Email, Mobile. Click Next.

Step 2 — Employment details

• Contract type (Permanent / Temporary / Zero Hours)
• Designation (Job Title)
• Pay rate, Start date, Expected hours/week
• Shift allowance (£/hr) if any
• End date for fixed-term contracts
• Department

Click Next.

Step 3 — Banking details

• Account holder name
• Sort code (6 digits)
• Account number

Click Next.

Step 4 — Tax & NI

• National Insurance number
• Tax code (e.g., 1257L)
• Tick P45 if provided

Click Next.

Step 5 — Documentation checklist
Go through each item (Passport/ID/Visa, P45, Driving Licence, Proof of Address, Contract Signed, CV, DBS, Application Form, References, Training proof, Medical check). Tick HAVE for items received. Use NOTES for comments. Click Next.

Step 6 — Finalise & Save
Review all information. Click Save or Create Employee. Optionally print/export summary.

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👥 Employees

1. Access Employee List
Staff Management → Employees. The table shows all current employees.

2. Employee Information Displayed

• First Name
• Middle Name
• Surname
• Position
• Phone

3. Actions: View and Manage

• View (Blue Button): Opens full details (Basic, Employment, Banking, etc.) and allows updates
• Delete (Red Button): Permanently removes the employee (confirmation required)

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🌴 Annual Leave Management — Simple Steps

Part 1: View Annual Leave Summary
Staff Management → Annual Leave. Check employee summary for Working Hours, Total Holiday Entitlement, Holiday Taken by Month, Balance Available.

Part 2: Apply for Leave
Click Apply beside employee → pop-up shows employee name & Available Balance → Select Month, Enter Leave Hours, Reason → Submit Leave Request.

Part 3: View Archived Leave Data
Click View Archive → choose Fiscal Year → Review Working Hours, Total Holidays, Remaining Hours, Archived Date → Click View for full details → Close.

Part 4: Review Leave History
Open Leave History → Review Month, Hours, Reason, Applied Date → Click Edit/Delete for pending entries → Close.

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📁 Documents

1. Upload a New Document
Staff Management → Documents → Click green + Add Document → Select File → Enter Description → Click Upload/Save.

➕ Adding a New Medication Audit Log

1. Initiate a New Audit
   • Access Audit Dashboard → Care Home Audit Dashboard.
   • Click blue Add Audit Log button.
   • Select Audit Type (e.g., Medication Audit).
   • Define Scope: Select Home, Resident (if specific), Month/Year.
2. Complete the Audit Questionnaire (Sections A–I)
   • Answer all questions in Sections A–I (dropdowns Yes/No/N/A or Compliant/Non-compliant).
   • Use Next → / ← Back buttons to navigate.
   • Progress bar indicates completion (100%).
3. Submit the Audit
   • After Section I, click green ✓ Submit Audit to finalize.
   • Review answers if needed before submission.
   • View submitted audit under View Audit Log or include in summary reports.

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🏥 Medication Audit

1. Set Audit Scope
   • Select Audit Type from Care Home Audit Dashboard.
   • Select Home (e.g., WEB Care).
   • Select Month/Year (e.g., November 2025).
2. Perform Audit via Questionnaire
   • Sections A–I automatically load.
   • Review Each Section:
     1. Supply & Ordering of Medicines
     2. Receiving Medicines & Reconciliation
     3. Storage of Medicines
     4. Medicines Administration
     5. Management of Controlled Drugs
     6. Medicines Support
     7. Disposal of Medicines
     8. Non-Prescribed Medicines & Homely Remedies
     9. Dysphagia & Thickeners
   • Assess compliance against standards and note improvements.
3. Record & Manage Audit Observations
   • View existing observations using orange Observation button.
   • Add new findings: Date, Staff Signature, Action Required, then click Save Finding.
   • Complete audit: close Observations pop-up, save/submit completed audit including questionnaire and logged observations.