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Hand a record to a new key worker

Move a record from one lead adult to another, with a changeover date, so the right person has it on their 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, and only where your organisation names key workers. The page checks your role again when you save.

Steps

  1. Open the record and press More actions. Pick the reassign option. It opens a form, or the same form as a page.
  2. Check the current key worker shown at the top. It may say none is assigned.
  3. Choose the new person from the list. It names everyone active on the staff list.
  4. Leave Effective from as today. Pick an earlier date only if the handover already happened.
  5. Press the reassign button at the foot of the form.
  6. You return to the record. Check the key worker has changed.
  7. Ask the new person to look for the record in Your people on Home.

If it goes wrong

  • Pick a person first, or the page says so. It does not save a half-filled form.
  • If it says it could not reassign, nothing changed. Reload the record, check the key worker, and try again.
  • Press Cancel to leave without changing anything.

How it links together

The new key worker sees the record in Your people on Home and in the planner from the changeover date. The old one loses it from that date. Transferring is a separate job, in its own guide.

What a handover changesReassigning moves the record between two people's lists.
  1. Pick the new person
  2. Set the date
  3. Lists changeHome and planner
  4. Check the record

What happens when you save

The old key worker's place on the caseload is closed. A new place opens for the new person from the changeover date. The record's key worker is changed to match.

The record moves into the new person's Your people list. It leaves the old person's list from that date.

Choosing the date

Effective from cannot be in the future. Use today for a handover happening now. Use an earlier date only when the change really took place then, so the history is true.

Who can do it

Only managers and admins. Anyone else who opens the page is told which role is needed. The database enforces the same rule for the tablet app.

Where the button is

On a record, press More actions. The reassign option appears only where key workers are switched on, and it opens the same form in a pop-up. If it is missing, use Transfer to another area for an area change, or change the team from the allocations list.

Reassigning is not the same as transferring

Reassigning changes who looks after the young person. Transferring moves them to another area or commissioner. They are separate pages, and neither does the other's job.

Questions people ask

Who can reassign a key worker?

Managers and admins. The page tells anyone else which role is needed.

Why can't I find the reassign option?

It shows only where your organisation uses key workers, and only for managers and admins. Otherwise change the team from the allocations list.

Can I choose a date in the past?

Yes, if the handover already happened. You cannot choose a future date.

What happens to the old key worker's notes?

They stay on the record. The old key worker only loses their place on the caseload from the changeover date.

What does the form show before I save?

It shows the current key worker, a list of other active staff, and the changeover date. Nothing is saved until you press the button.