Young people's records

Managers and admins. Anyone else sees a message saying that role is needed.

A record needs a place and a commissioner. Ask an admin to create them first.

Yes, with the Import Studio. Use this page for one at a time.

It has no one on its caseload. Add a mentor from the allocations list.

Search first. If the person exists, do not make a second record. Correct the existing one.

In the Profile tab, in the Contacts section. See the guide to contacts.

In the ILP tab. Press a goal to see the sessions that targeted it.

Tabs and edit controls depend on your role and your organisation's settings. Ask a colleague who has access.

It shows what has happened over time, with links back to the original entries.

Press More actions on the record. It is shown to admins only.

On the record, in the Consent section of the Profile tab, with the record consent button.

No. A member of staff confirms the answer and records it.

Follow the consent section's actions and your organisation's procedure. Do not overwrite the earlier answer.

No. A missing answer is unknown, not given.

They can answer a pack themselves. Staff then confirm it.

Evidence shows progress, such as photos and course work. Documents hold forms and reports.

Only if photo consent allows it. Check the Consent section first.

In Documents on the new record.

Read the message, check the file type and size, and check the list before trying again.

Tell a manager. Do not upload it again to hide the error.

It shows the target, status, strategies, progress and the sessions that targeted the goal. It is read-only.

Choose the goal when you plan or write up the session.

No session has targeted it. Link it from the write-up form next time.

No. Go back to the plan on the record to change it.

People allowed to edit the plan. If you cannot see the button, ask a manager.

The assessment is written but not yet approved by someone authorised.

No. Approving is a separate step for managers and admins.

It records that the required check was done today. Use it only after doing the check.

In the register, with the add a hazard button. See the guide to adding risks.

Raise a concern separately. A risk entry does not tell the lead about harm.

On the record, in the Reports tab. Press the report to open the composer.

It may be signed off, or it belongs to someone else. The database decides who can edit.

It shows the previous report's recommendations, to help you follow them up.

The composer lists the contributors who owe one.

Managers and admins send it from the reports screen. See the sending guide.

It is for managers and admins. An admin can also give it to DSLs. Ask yours if you need it.

They may be archived, which takes them off every live list. Look in the archive. You may also not have access to their record.

It shows records with a live lone-working warning, for example a dog or a parking rule. Open the record to read the warning before you visit.

It means the record has no open safeguarding concerns. A number means that many are still open.

Use the search box at the top of any page, or the search box on this list. Type a name or a reference code.

No. Cards, filters and sorting only change what you see on this page.

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

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

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

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

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

No. The record, history and safeguarding notes are kept, and a manager can restore the record at any time.

Managers and admins. The archive list is theirs too.

The young person has an open concern raised by a person. Close it on the safeguarding board first, then try again.

Future ones are cancelled and the rooms are released. Restoring does not bring them back, so re-book what you still need.

Not on their lists. The record is still held, and managers can open it from the archive list.

On the archive list, press Download leavers (CSV). It contains the same people as the page.

Open the record, choose the Profile tab, then go to Contacts. The jump links at the top of the tab take you there.

Numbers and emails are masked to protect them. Press Reveal to read one, and Hide when you have finished.

Yes. Open Removed contacts, find the contact and press Restore contact. Its saved details come back.

It records that you checked this person's details and when. Use it only after you have confirmed them.

No. They are hidden from the record but kept for the audit trail until they are restored.

The restore button is not shown while you view as another user. Stop viewing as them, then try again.

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

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

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

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

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

Managers and admins. Anyone else sees a message naming the role needed.

Not directly. Record another transfer with the correct area and a new start date. The history keeps both.

The date must be after the day the current placement began. Choose a later date, or correct the earlier placement first.

It lets the staff you tick keep access to the record for up to twenty-eight days. Their access ends by itself.

On this page, under Journey timeline. Each placement shows its dates, area, commissioner and reason.

No. It has its own record and is never counted in attendance or delivery figures.

A different manager must read and sign it off. You see a note saying so when you wrote it yourself.

Not directly. A manager can re-open it, and then it waits for sign-off again.

Save it as a draft. A draft can hold anything. You need your notes only when you send it to a manager.

On the safeguarding part of the young person's record. Do it straight away, not after sign-off.

A removed meet and greet is no longer listed, but a manager can see that it was removed.

Only admins. Everyone else sees a message saying the admin role is needed.

It makes the record and its linked work read-only. Nothing can be added or changed until you lift the restriction.

No. Erase seals the record so it is no longer used. It is kept until its retention period ends.

Restrict, erase and purge are serious, so you must have signed in recently. Sign in and repeat the step.

Yes, within thirty days. Press Restore beside it. After a purge it cannot come back.

In the audit log, with who did it and when. Write a clear reason of at least ten characters.

Mentors, managers and admins. Only managers and admins can approve one.

Approval locks it for that cycle. Start a new review to change it. You can still record an action as done and add comments.

The assessment has been written but nobody authorised has approved it yet. Ask a manager to approve it.

It starts the next cycle of the same assessment, so you can update controls and have them approved again.

Single risk pages were retired. The register on the record holds every risk, so you are sent there.

No. It stays on the register as closed, so the history is kept.

No. They use the private link in the email. It is unique to them and expires after the days you set.

Press Copy link in the result box and send the link yourself. The referral is already saved.

Send a nudge instead from the referral's own page. A second form would make a second referral.

Thirty days unless you change Link expires after. You can choose from one to a hundred and twenty days.

No. It only helps the email read well. Only the referrer's email is required.

Managers and admins. Anyone else sees a message saying a manager or admin role is needed.

A draft record is made and you land on it. Add a key worker, then send the welcome pack from the onboarding board.

Yes. They get an email when you accept, and one with your reason when you decline.

No. A second accept returns the record that already exists. It will not make a duplicate.

The reason goes to the referrer and is kept on the referral, so it is required.

A dated copy is filed in the record's Documents. You can file another from the referral page if needed.

Managers, admins and DSLs can open it. Only managers and admins can move a card or change a stage.

It was sent more than seven days ago and the parent has not answered. Resend it, or phone the family.

Open the card and check the email address. Correct it, then press Resend welcome pack.

Yes. Use Block onboarding on the card. Unblock it later from the edge list.

Open Welcome pack set-up & tools and choose Welcome pack wording. Only people allowed to change it can save.

It sends one parent a short form for the consents still missing on a record, without asking again for what is already held.

Managers and admins. The button is not shown to anyone else.

No. They answer it themselves, and nothing is recorded against the young person's consent until a member of staff confirms it.

Packs may be switched off, or the primary parent or carer has no usable email. The screen says which, and what to do.

One, seven days after sending. After that, ring them.

The email did not go, or the pack expired. Correct the address or send it again. Chasing will not help.

The page shows outstanding packs for records you can see, up to five hundred. Search filters that list.

Everyone signed in can see colleagues' work numbers and work emails. Home addresses and personal numbers are not on this page.

Change it in your own profile. This page reads from there.

On the record, in the Contacts section of the Profile tab. This page lists staff only.

They may not have been added to the staff list, or their name is blank. An admin can check the Staff page.

Yes. The search looks at the name, job title, number and email together.

It decides the term dates a young person counts against, whose queue their work reaches, and which reports they appear in.

Open the Term dates tab and give both places the same calendar. Set the dates once on that calendar.

Only managers and admins can. A mentor sees just the places they work in.

It hides the place from new choices. People already in it need a new place. The banner on the page counts them.

On the Commissioners tab. Each is held once, and contracts tie them to places. Every placement records both.