Release Notes
v6.4.18 Release Notes - 4th March 2025
V6.4.18 Roadmap Upcoming Features (subject to change)
v6.4.17 Release Notes - 3rd December 2024
V6.4.17 Roadmap Upcoming Features (subject to change)
v6.4.16 Release Notes - 4th October 2024
V6.4.16 Roadmap Upcoming Features (subject to change) 4th October
v6.4.15 Release Notes - 6th September 2024
V6.4.15 Roadmap Upcoming Features (subject to change) 6th September
v6.4.14 Release Notes - 9th August 2024
V6.4.14 Roadmap Upcoming Features (subject to change) 9th August
v6.4.12 Release Notes - 5th July 2024
V6.4.12 Roadmap Upcoming Features (subject to change) 5th July
v6.4.11 Release Notes - 24th May 2024
V6.4.11 Roadmap Upcoming Features (subject to change) 24th May
v6.4.10 Release Notes - 12th April 2024
v6.4.9 Release Notes - 1st March 2024
v6.4.8 Release Notes - 19th January 2024
v6.4.7 Release Notes - 24th November 2023
v6.4.6 Release Notes - 13th October 2023
v6.4.5 Release Notes - 1st September 2023
v6.4.4 Release Notes - 21st July 2023
v6.4.3 Release Notes - 9th June 2023
v6.4.2 Release Notes - 5th April 2023
v6.4.1 Release Notes - 31st March 2023
v6.4.0 Release Notes - 3rd March 2023
v6.3.3 Release Notes - 3rd February 2023
6.3.2 Release Notes - 16th December 2022
v6.3.1.1 (6.3.1.420) - 24th November 2022
v6.3.1 Release Notes - 14th November 2022
Warranted Environment Specification
v6.4.21 Release Notes - September 2025
V6.4.19 Roadmap Upcoming Features (subject to change)
Upcoming in the Next Release - Subject to Change - v6.4.21 September
v6.4.19 Release Notes - July 2025
Upcoming in the Next Release - Subject to Change - v6.4.20
v6.4.20 Release Notes - August 2025
Navigation
Main Menu Navigation
Top Main Menu
Page Menu
Enabling the New User Interface
OneAdvanced - Powering the world of Care
System Admin
Administrator
Reference Data
Email Setup
Setting up Emails
Registering the App
Assigning Microsoft 365 Licences
Configure System Settings for Emails
Single Sign-On
Introduction to Single Sign-On
Authentication Providers (for Reference Only)
Logging in Using SSO for the First Time
Logging in Using MFA
Creating a Business Unit
Creating a Provider
System Settings for Copying and Ending Staff Contracts
Public Holidays
Setting up the Address Gazetteer
Integrating Maps for Rostering Travel Time and Distance
Enabling and Disabling Business Modules
Tracing Performance Issues
List of Scheduled Jobs
System Users
Creating a System User
Assigning System User Personas
Adding Security Profiles to a System User
Removing Security Profiles from a System User
Assigning Home Screens
Deactivating a System User
Removing a System User from a Team
Access to Authorise Forms
Teams
Change Team Visibility
Creating a Team
Adding Team Members
Adding Team Security Profiles
Ending a Team Membership
Moving a Team to a Different Business Unit
Team Codes
Personas
Advanced Search
Views and Dashboards
Introduction to System Dashboards
Creating a System Dashboard
Creating a System Chart
Aggregated Data in User Charts
Adding Widgets to a System Dashboard
Creating a Home Screen
Allocating a Home Screen
Changing the Owning User of an Advanced Search
Tribepad and Access Integration
Rostering
Configuring Rostering
Adding Availability Types
Editing Availability Types
Adding Transport Types
Configuring the Delete Booking Dialog
Adding a Booking Deletion Reason
Scheduling Setup
Introduction to Scheduling Setup
Scheduling Setup: Bookings
Scheduling Setup: Bookings Validation
Scheduling Setup: Diary Bookings Validation
Scheduling Setup: Contract Hours Validation
Scheduling Setup: Runs Validation
Scheduling Setup: Wallchart
Scheduling Setup: Bradford Factor Report
Scheduling Setup: Capacity Planning
Scheduling Setup: Employment Contract Continuous Service
Booking Types
Introduction to Booking Type Class
Adding Booking Types: Booking (To Location)
Adding Booking Types: Booking (To Internal Care Activity)
Adding Booking Types: Booking (To External Care Activity)
Adding Booking Types: Booking (To Internal Non-Care Booking)
Adding Booking Types: Booking (Service User Non-Care Booking)
Booking Type Clash Actions
Linking Booking Types to Providers
Using the Provider Schedule
Introducing the Provider Schedule
Adding a Schedule Booking
Setting Occurrence Against Bookings
Validations When Creating a Schedule Booking
Managing Schedule Bookings
Using the Provider Diary
Introducing the Provider Diary
Adding a Diary Booking
Validations When Creating a Diary Booking
Managing Diary Bookings
Scheduling Runs
Express Booking Criteria
Forcing an Express Booking Job
Time and Attendance
Introduction to Time and Attendance
Configuring Time and Attendance Rules
Matching Bookings and Events
Unmatching Events
People
About Me
Care Planning
Introduction to Care Planning
Creating a Care Plan
Adding and Completing Assessment Forms
Adding Attachments Against Care Plans
Adding a Person Risk Plan
Recording Care Preferences
Recording and Managing Regular Care
Problems and Notes
Bookings
Creating and Managing Care Plan Documents
Creating a Person Discharge
Daily Care
Bed Management
Introduction to Bed Management
Creating Sub Locations
Adding Rooms to Sub Locations
Adding Beds to Rooms
Adding a Bed Contract Type
Allocating a Bed to a Person Record
Mark Bed as Unavailable
eMAR for Domiciliary Care
Introduction to eMAR for Domiciliary Care
MAR Schedules
Medication Periods
Medication Diary
eMAR in the Mobile App
MAR Chart
Person Search
Enforce Searches Before Creating Person Records
Adding a Person Record
Managing Existing Person Record
Using Person Tracking for Prospects
Creating Person Specific Training
Adding a Correspondence
Adding a Correspondence via Person Record
Preferences
Compatibility
Charting Review, Sign Off and Export
Finance
Person Contract Services
Finance Codes
Configuring Contract Services
Using Contract Services
Person Contract Service
Adding a Person Contract
Ending a Person Contract
Adding a Contract Scheme
Adding a Service
Adding a Services Detail
VAT Codes Setup
Adding Person Contract Service End Reason Rules
Adding Person Absence Reason Rules
Invoicing and Billing
Finance Invoice Batch Setup
Using Finance Invoice Generation
Finance Extract Batch Setup
Using Finance Extract Batches
Finance Invoice Processing
Charge Apportionments
Payments Against Invoices
Personal Money Account
Using the Finance Module
Providers
Finance Scheduled Jobs
Person Absences
Employee Management
Applicants
Adding an Applicant
Schedule Availability
Creating Transport Availability
Adding a New Role Application
Training
Staff Training Items Setup
Training Requirement Setup
Training Course Setup
Adding Training to a System User
Employment
Configuring Employment Contracts Reference Data
Creating Employment Contracts
Ending Employment Contracts
Suspending Employment Contracts
Move to New Employment Contract
End and Create New Employment Contract
Creating an Open-ended Absence
Ending an Open-ended Absence
Removing an Open-ended Absence
Adding Worker IDs
Payroll
Setting up Timeband Sets
Setting up a Payroll Batch
Setting up Master Pay Arrangements
Confirming Bookings on the Provider Diary
Viewing Output of Payroll Batches
How to Download Gross Pay Advice(s)
How to Send Gross Pay Advice(s)
Setting Up Travel Reimbursements
How to use Mail Merge to Download Gross Pay Advice(s)
Payroll Exports
Forms Management and Workflows
Pathways
Introduction to Pathways
Configuring the Pathway Task Catalogue Elements
Configuring the Pathway Setup
Exporting and Importing Pathways
Adding a Pathway
Using Pathways
Data Management
Data Migration
Data Import Procedure Overview
Data Migration Maps
Data Migration Packages
Data Import File
Data Import Processes
Using the Data Import Tool
File Destruction
Duplicate Detection
Creating Duplicate Detection Rules
Viewing Duplicate Records
Merging Duplicate Records
Viewing Merged Records
Unmerging Merged Records
APIs
Mobile App
Web App Configuration
Care Provider Settings
Care Periods
Enabling the Mobile Business Module
Add Mobile User Security Profile to System User
Marking Alert and Hazard Types as Key Risk
Marking Diagnosis as Key Risk
Mobile App Configuration
Using the Mobile App
FAQ
Request a Help Article
Security Profiles - Record Privileges
FAQ Glossary of Terms
FAQ How do Care Cloud Finance API’s work?
FAQ - Why can't we see all Residents in the Mobile App?
FAQ - What is the timeout of the Product?
FAQ - Why am I seeing an error message in the Mobile App about option-set data not available?
Why can i see my Booking in the Mobile App but not the Care Plan or Risks?
FAQ - Why is the Employee Type field important when creating a System User record?
FAQ What can be uploaded to Care Cloud?
FAQ What is the Mobile App Timeout?
Why can i see bookings online but not offline in the Mobile App?
FAQ How do i show the Recent Injury Icon in the Mobile Residential Care Resident Dashboard?
FAQ How do i show and End of Life Icon in the Mobile Residential Care Resident Dashboard?
FAQ How do i control which Care can be given in Ad-Hoc Mobile Tasks?
Contents
- Additional Team (previously called “Works at” team)
- Ad-hoc Expenses
- Availability
- Booking
- Booking Type
- Booking Type Class
- Business Unit
- Charge Apportionments
- Charge Apportionment Detail
- Contract Schemes
- Contract Services (with Provider)
- Diary
- Domiciliary Care
- Double Up
- eMAR
- Employment Contract
- Employee Type
- Express Booking
- Gender Specific Booking
- Handover
- National Minimum Wage (NMW)
- Open-ended Absences
- People Schedule
- Person
- Person Contract
- Person Type
- Provider
- Provider Schedule
- Residential Care
- Responsible Team
- Schedule
- Schedule Availability
- Shift Payments
- System User
- Sub Locations
- Teams
- Void
- All categories
- FAQ
- FAQ Glossary of Terms
FAQ Glossary of Terms
Updated
by Mohammed Jamal
- Additional Team (previously called “Works at” team)
- Ad-hoc Expenses
- Availability
- Booking
- Booking Type
- Booking Type Class
- Business Unit
- Charge Apportionments
- Charge Apportionment Detail
- Contract Schemes
- Contract Services (with Provider)
- Diary
- Domiciliary Care
- Double Up
- eMAR
- Employment Contract
- Employee Type
- Express Booking
- Gender Specific Booking
- Handover
- National Minimum Wage (NMW)
- Open-ended Absences
- People Schedule
- Person
- Person Contract
- Person Type
- Provider
- Provider Schedule
- Residential Care
- Responsible Team
- Schedule
- Schedule Availability
- Shift Payments
- System User
- Sub Locations
- Teams
- Void
Additional Team (previously called “Works at” team)
A Team you sometimes work at, that you may get “borrowed out” to.
Ad-hoc Expenses
Captures expenses that can optionally be linked to bookings, person contract, providers etc. They also support uploading an attachment (e.g. the receipt). They’re also linked to a payroll batch to show when they were reimbursed.
Availability
Availability is simply a capture of when the Rostered System User is physically available to be Scheduled. This is normally a recurring pattern of availability for the resource when bookings are made.
Booking
An event that requires resources, typically the Provider and Rostered System User.
Booking Type
Describes the booking, for example, "Annual Leave" and "Care Early Shift".
Booking Type Class
Defines the resources required for the booking.
Business Unit
Represents the legal entity which can be arranged into a hierarchy. For example a group of care homes, where the Limited Company sits at the top as the Parent Business Unit, followed by each Residential Care Home sitting below as the Child Business Units.
Charge Apportionments
This mechanism is used when the Client wishes for other people to contribute towards the cost of their care. Often referred to as a 3rd party top up. e.g. family may be contributing.
Charge Apportionment Detail
Any Provider can be selected as the “Payer”, but a Person can also be chosen. These may only be those which are related to the Client.
Contract Schemes
Captures which Provider is the Funder (e.g. a Local Authority) and which is the Provider of the Service on the Person Contract. A Contract Scheme exists for every unique combination of Establishment (e.g. a Care home) and Funder. For example, if the Funder is the same as the Establishment, this means that the client themselves will be funding the Care (paying the establishment directly). If the Funder is a not the Establishment itself then this represents a third party that funding the cost of the service with the establishment e.g., a specific local authority, NHS body etc.
Contract Services (with Provider)
A Contract Service is a record of a specific service provided by the Provider. It links the Contract Scheme (defined above) and the specific service offered (drawn from reference data for Service and Service Detail).
Diary
A collection of bookings with specific dates and resources attached.
Domiciliary Care
A range of services put in place to support someone in their own home. Care is usually provided by home carers or private carers, who are professionals that help support people living independently in their own homes through daily visits or live-in care.
Double Up
A term meaning that a trainee worker follows an accepted worker on their rounds with Service Users (aka shadowing).
eMAR
electronic Medicines and Administration.
Employment Contract
Also known as System User Employment Contract or just Staff Contract, is a record in which a Rostered System Users job role, contract type, hours per week, start date, and annual leave are defined. A contract must exist against the System User in order that they can be scheduled and paid (payroll).
Employee Type
The Employee Type governs visibility of records for the System User within Care Cloud.
- Core System User: Someone who logs in to use the system from a central location such as a Head Office. They are not based at a "Provider" location (i.e. a Residential Care Home or a Domiciliary Care Office) and they do not appear on the scheduling screens to receive a rota.
- Local System Administrator: Someone working with full system access specific to their team as controlled by 'Change Team Visibility'.
- Provider System User: Someone who logs in to use the system from a "Provider" location (i.e. a Residential Care Home or a Domiciliary Care Office) and they do not appear on the scheduling screens to receive a rota.
- Rostered System User: Someone who may log into the system if their role requires this. They appear on the scheduling screen and receive a rota.
- System Administrator: Someone working with full system access specific.
Express Booking
An Express Booking Criteria is used to perform an Express Book process. It is where you choose the Provider in question, and the date range/period for which the express booking procedure should create diary bookings.
Gender Specific Booking
Enables the list of Staff to be sorted with a preference for the requested Gender of the Carer.
Handover
Handover records can have multiple comments added to them – supporting an issue that may need to be handed over between many shifts, for example if it lasts for a few days.
National Minimum Wage (NMW)
The National Minimum Wage is the minimum pay per hour almost all workers are entitled to. In Payroll, Shift Payments are calculated with reference to the National Minimum Wage for the Staff member to ensure that they are not paid beneath the NMW.
Open-ended Absences
Described as absences when you do not know the return date of the Employee. In Care Cloud, short lived absence can be added through a normal booking, but you should create an Open-ended Absence against the User record when you do not know when the Staff member is returning for work.
People Schedule
Works the same as the Provider Schedule and Diary but is focused on working with bookings for clients. It filters bookings where the Booking Type Class is equal to Booking (To Service User).
If you filter on the Provider and try to add a Person to a booking the list of people will filter to only those People with a Person Contract with the Provider.
Person
A Person record is used to capture information about any individual that is not a Staff Member/System User. This includes Service Users (i.e. Clients and Residents) but also their family members and others.
Person Contract
Umbrella record to which services are associated. Identifies the Contract Scheme that the person will be placed under. The Contract Scheme indicates whether the care is commissioned or private as it captures who is funding the Care Home “Establishment” and the Contract Scheme.
Person Type
A field on the Person record represents the status of the individual with respect to the Care Provider organisation.
- Person we Support: someone we’re looking after e.g. a care home resident
- Referral: referred by another party such as a local authority
- Prospect: Approached us as a potential resident/client
- Contact: none of the above, possible a relative or friend of a Person being supported.
Provider
The physical location (e.g. Care Home) – synonymous with a Property (could be named Provider/Property) – where care is being provided. Some of these can be very large buildings, e.g. converted stately homes.
Providers can be sub-divided into sub-locations for different wings/floors/out building etc. This is done so that work can be given out that keeps User within the same location (more efficient to administer meds all within Floor 1 rather than jumping between sub-locations.
Provider Schedule
This shows the Schedule for a single provider, containing recurring patterns of work for Rostered System Users. It creates corresponding Diary booking records when the "Express Book" process is carried out.
Residential Care
Delivering long-term care to people who live in a residential setting rather than in their own home or family home. Traditional residential care homes house residents (service users) from the Local Authority as well as Private Clients.
Responsible Team
When there is a Responsible Team field on a record, this enables the system and user to know which team the Record is with and the primary team in which the System User works in. For example, the Responsible Team on the Employment Contract enables the system to know which Provider the contract is with (assuming that there is at least one team representing the Provider).
Schedule
A recurring pattern of booking(s) with no date associated to it.
Schedule Availability
Schedule Availability is used to capture “regular availability” for a Rostered System User e.g. John is available every Monday and Tuesday afternoons but only the mornings of Wednesday, Thursday and Friday. In this screen we are not recording specific dates, instead we are recording regular availability on a recurring schedule e.g. every Thursday, every other Tuesday Morning etc.
Shift Payments
Automatically created when a Booking is confirmed that is linked to at least one Employment Contract for a Staff Member using Master Pay Arrangements.
System User
Anyone who works for the organisation is referred to as a System User, for example, a Carer, Cook, Chef, Groundskeeper etc. Regardless of whether they physically log in to Care Cloud, they can be added into the system and their records managed for various things including HR, Scheduling, Invoicing and Payroll.
Sub Locations
Providers can be sub-divided into sub-locations for different wings/floors/out building etc. This helps to track "voids" of empty beds.
Teams
Represent groups of Staff (for example, Carers) within the location (although linked to the Business Unit rather than the Provider).
Void
An empty room/bed i.e. an unused resource. This is something that Providers of Residential Care would be very keen to minimise.