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Set who looks after a record

Add or remove the key worker, the lead for concerns and the practitioners on a record, from the allocations list.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

For managers and admins. The changes take effect at once, and each one is kept in the record's history.

Steps

  1. Find the young person in the allocations list and look at their row.
  2. Where your organisation names key workers, choose one in the Key worker column. Choose the empty option to clear it.
  3. In the DSL column, press the add button and pick the DSL. Make one of them the main lead if there are several.
  4. In the Caseload column, press the add button and pick a mentor.
  5. For short-term cover, fill in Cover until before you pick. Leave it blank for a permanent place.
  6. To take someone off, press their small picture and confirm Remove in the box titled Remove from caseload?.
  7. Check the row shows the team you meant.

If it goes wrong

  • A message under the caseload cells says what was refused. Read it, then change the choice and try again.
  • You cannot see the add buttons if you only have read access. Ask a manager or an admin.
  • A mentor missing from the picker may not be active on the staff list.

How it links together

The caseload decides who can pick this young person in the planner and the scheduling grid. The DSL column decides who is told about a concern. Find gaps with the guide to finding records.

What the team controlsWho is on the team decides who sees the record and who is told.
  1. Set the team
  2. Pick in planner
  3. Write up
  4. Concerns reach the lead

What each place means

  • The key worker is the one main adult for the young person. The column shows only where your organisation uses key workers.
  • The DSL column holds the people who receive safeguarding alerts for this record.
  • The caseload is every mentor who can open the record and deliver a session.

Why the team matters

A mentor who is not on the caseload cannot pick the young person when they plan or write up a session. A record with no caseload is therefore one nobody can deliver to. The No caseload card on the list finds these.

A record with no DSL has nobody to receive a concern. Fix that first. It is the only gap on this page that touches young person's safety directly.

Temporary cover

Pick a date in Cover until and the mentor is on the caseload only until that day. The date must be after today. Leave it empty for a normal place.

Removing someone

Removing a mentor ends their access from that moment. Their earlier work stays on the record and in the audit trail. Removing a DSL stops their alerts for this record only.

If you remove the only DSL, the box warns you that the record will then have none. Add another before you leave the page.

Changing the key worker as a task

To hand a young person to a new key worker with a changeover date, use the reassign page from the record. It closes the old place and opens the new one.

Questions people ask

Why can't I see the add buttons?

Only managers and admins can change the team. A DSL who has been given this page can read it but not edit.

What does Cover until do?

It puts a mentor on the caseload for a set time. After the date they come off by themselves.

Can I add two DSLs to one record?

Yes. One of them is the main lead. Make another the main lead from their picture if the first leaves.

Does removing a mentor delete their notes?

No. Their sessions and notes stay. They only lose access to the record from now on.

Why does the key worker column not appear?

Your organisation does not name key workers. The caseload is then the whole team.