Welcome, manager
Everything is grouped under the four tabs below. The portal holds the viewable and editable records — submissions themselves are made in the Client Portal and the forms.
MAR Chart Audit, the Monthly Audit System, and an at-a-glance Monthly Risk Monitoring overview.
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.
MAR Chart Audit Dashboard
Per-client medication-administration record audit. Dashboard, register, audit log, new audit, settings.
Monthly Audit System
Broader monthly care audit (clinical, governance, supervisions, training, incidents).
The editor lets you add / remove / reorder questions, set auto-fill answers when the user picks "No", and choose whether each question raises an Action Required block on Yes, No, or never — sync applies across every device.
Monthly Compliance Dashboard
Cross-cutting view: Risk Monitoring · MAR · Monthly Audit · PEEP · pending SharePoint uploads. Filter by month and client to spot missing/overdue items at a glance.
Audit resources & setup docs
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 | Source & PDF |
|---|
Monthly Risk Monitoring submissions by staff for the last 6 months. Hover any cell to see which clients they submitted for.
Loan Agreement System
Create new loan agreements, send them for e-signature, and see every signed/pending agreement in one dashboard.
Staff Hub content
Upload / edit / delete the documents staff see in the Employee Portal Staff Hub — handbook, policies, meeting minutes, training and per-service files.
Document Templates
PandaDoc-style template builder — write a document, wrap the parts you want editable in {{braces}}, and reuse for every employee. Locked text stays locked; only the fields you marked can be changed.
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.
Per-client status across passports, risk monitoring and MAR audit — plus the Risk Monitoring Log completion by month. To open or submit the actual client documents, use the Client Portal.
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 | PEEP Plan | 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.
| Client Names | Key worker | Risks | Action taken by carer | Auditor's action | Further Action Assigned to | Status | Learning points | Source & PDF |
|---|
The registers, keyworker codes, managers and all portal settings — kept in separate tappable boxes.
📢 Notice Board — manage & delete Manager only
Every notice currently on the staff Notice Board, newest first. Deleting removes it from every device immediately and cannot be undone. A notice with an expiry auto-hides from staff once it passes, but stays listed here (marked "Expired") until you delete it — nothing disappears without a record.
| Notice | Audience | Posted | Expiry | Actions |
|---|
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).
Add a service user
⠿ handle in the Order column to move rows, or use ↑↓ buttons. Quick sort:
The order you set here is what staff see everywhere (Risk, MAR, Passports, Finance, Calendar)
| 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 | 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 | 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. Microsoft Graph uploads 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. Editable lists
One item per line — drives the Risk Monitoring areas and the mandatory Training topics across the portal.
6. Branding & access codes
Company details, brand colour and the management access code.
7. 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
💾 Memory backup & restore
A safety net before any change to the portal. Save a backup downloads a single JSON file containing every piece of data the site has stored — registers, audits, chats, tasks, finance, meeting minutes, KPIs, manager directives, the lot. Restore a backup reads that file back in and puts everything where it was. You can also push a copy of the backup to SharePoint via a Microsoft Graph URL if you want a permanent off-device archive.
💡 Workflow: Save backup → make changes → if anything goes wrong, Restore from the saved file. Backups are timestamped so you can keep multiple.
📚 Staff Hub content
Upload or link to any document you want staff to see in Employee Portal → Staff Hub. Sections: Handbook, Policies, Meeting Minutes, Announcements, New Team Members, Surveys, Training, Gallery, Other, and per-service folders. Staff have read-only access — they can view and download but not edit or delete. Service-specific documents are only visible to staff assigned to that client.
How: upload the file to SharePoint yourself → right-click → Copy link → paste it above.
Existing documents
| Title | Section | Visibility | Uploaded | Actions |
|---|---|---|---|---|
| Loading… | ||||
💡 Tip: for anything over ~5 MB (long videos, big photo galleries, huge PDFs), keep them in SharePoint and just paste the link above. Staff will click the tile and land on the SharePoint page — no extra storage in the portal, no KV overage warnings.
☁ Cloud & KV usage
Everything the portal stores is written to a Cloudflare KV namespace (gnw-care-portal).
This panel shows what's using the most space, when the last sync ran, and lets you rebuild the key index if you ever get
"list operations exceeded" warnings from Cloudflare.
Per-key usage (largest first)
If one key is dominating storage, that's usually where the "1000 list ops / day" warning is coming from. Big keys are typically finance receipts (base64 PDFs) or old audit submissions.
| Key | Size | % of total |
|---|---|---|
| Press "Refresh usage" to load. | ||
The portal now pulls every 3 minutes (instead of 30 s), only re-renders the page when something actually changed, and uses an index-backed endpoint for full pulls — so a normal day is well inside the 1 000 list-ops / 100 000 reads free-tier budget.