GN Wellsprings — Management Portal

Monthly care audits Management only

These are the two existing audit dashboards built earlier. They live in this portal folder so they open in one click; no more chasing files in Audit Folder / Audits.

Audit resources & setup docs

• MAR Chart Audit — Template (.docx)
• MAR Chart Audit — Master Workbook (.xlsx)
• MAR Power Automate Setup Guide (.docx)
• SharePoint Setup Runbook (.docx)
• Folder Expiry Monitor Setup (.docx)
• MAR Dashboard Cloudflare Deploy (.docx)
• Care Portal Setup (.docx)
• Passport Power Automate Setup (.docx)

Monthly Risk Monitoring — submission overview By month

Whether each client's risk monitoring has been submitted for the chosen month, who the keyworker is, and whether a follow-up is still pending. Submissions and follow-ups are done in the Client Portal and the Risk Monitoring dashboard — this is the read-only management view.

Client	Keyworker	Month	Submitted	Follow-up

Staff Overview — Risk Monitoring (last 6 months) Submissions only

One row per staff member, one column per month (oldest left, newest right). Each cell shows how many Monthly Risk Monitoring sheets that staff member submitted in that month. Hover a cell to see the client names.

Client overview Service users

All clients on the master register with their key passports, risk-monitoring and MAR-audit status. Same traffic-light colours — red is overdue, yellow is due within 45 days. Click an expiry date to open the related dashboard.

Overdue Due ≤ 45 days OK No data

Service user	Keyworker	Hospital Passport expiry	Communication Passport expiry	Risk Monitoring (next due)	MAR Audit (last)

Risk Monitoring Log Follow-up & lessons learned

Every monthly risk submission for the selected period. The grey columns come straight from the keyworker's submission; the white columns are for management to fill in and are saved as you type. Use the month selector to view and follow up previous months.

Meeting AI tools

Three AI meeting assistants relevant to a UK care provider on Microsoft 365. Pick the one that fits each meeting type — Teams AI Notes for internal sessions, Copilot for cross-app summaries, Fathom for external calls (Google Meet / Zoom).

What the AI assistants can do

• 🎤 Automatic meeting transcription
  Live audio captured and turned into searchable text.
• 🧠 AI summaries
  Headline summary, key talking points, sentiment.
• 📝 AI-generated meeting minutes
  Full structured minutes ready for circulation.
• ✅ Action point extraction
  Pulls out clear "Who / What / By when" rows.
• 📋 Decision tracking
  Captures the decision made + who agreed.
• 📁 Automatic filing / storage
  Files PDFs/transcripts to SharePoint by meeting type.
• 🌐 Google Meet compatibility
  Via Fathom AI when connected.
• 📹 Microsoft Teams compatibility
  Native Teams AI Notes or Fathom add-in.
• 📥 Export to PDF / Word
  One-click handover for inspections and audits.

All meeting minutes filed by the AI assistants (or added manually). Click View for the full record, or Download for a printable copy.

AI summary preview Sample

Drop-in example of what the assistants file back. Click any meeting row above and the preview switches to that meeting.

Upload a recording & connect external tools

The first button below is fully working — drop any meeting recording in and the in-browser AI does the rest. Fathom is parked for when you authorise the API.

Service User Register Master list

This is the single source of truth. Adding a client here makes them appear in the Passport dashboard, the Risk Monitoring dashboard, and the MAR Audit register (once linked).

Order	Service user	Sign-in code	Active	Keyworker	Key(s)	MAR	Hosp Pass	Comm Pass	Risk	Finance	Notes	SharePoint folder (optional override)	Actions

Keyworker codes —

Each keyworker has a unique code (e.g. KW-07). Assign codes against clients above. Staff sign in with their code on the staff portal to see only their own clients.

Code	Name	Email	Role	Supervisor code	SharePoint folder (optional override)	Clients	Actions

Managers Per-manager sign-in

Each manager has their own name and code (e.g. MGR-CLARE). Sign-ins are by name, so the audit trail and header pill show who's actually signed in. You can keep a default MGR-2026 for first-time setup and rename it to your own. Remove the seed entry once you've added your real managers.

Code	Name	Email	Role	SharePoint folder (optional override)	Status	Actions

Portal settings Shared across the whole portal

Everything here is saved to the shared gnw-master-* keys, so it reaches every dashboard and the Monthly Audit System too. Sections 1 & 2 (the registers) have their own dedicated cards above — Service User Register, Keyworker codes and Managers.

1 & 2. Registers

Edit service users in the Service User Register card, and staff in the Keyworker codes / Managers cards above.

3. SharePoint URL setup

The destination for each submission type. Power Automate flows read these so PDFs land in the right place.

4. Review cycles & reminders

How often each item is due, the warning thresholds, and who reminder emails go to.

5. Power Automate flow URLs

The HTTP-trigger URLs for the four flows.

6. Editable lists

One item per line — drives the Risk Monitoring areas and the mandatory Training topics across the portal.

7. Branding & access codes

Company details, brand colour and the management access code.

9. Care Team membership

Decide who's in each client's care team. Members see the team chat, notice board, calendar and activity planner on the staff portal. Tick the employees and managers who should be on each client's team.

8. Monthly Care Audit — section assignments

Assign each audit section to the manager responsible for it. The Monthly Care Audit page shows a "My sections only" filter and a per-manager completion bar driven by these assignments.

Audit section	Assigned manager

Manager list pulled from Section 2 (Employee & Management User Register). Saved into the shared auditSectionAssignments key so the Monthly Care Audit page sees the same assignments.

Dashboard links