Care Worker Profiles & Management 😎

Care workers are the people delivering care to your clients. In OnCare, each care worker has a dedicated profile where you store their personal details, qualifications, documents, and work history. They access their schedule and complete visit reports through the OnCare mobile app.

You can add a profile picture to each care worker's profile, making it easier to identify them at a glance across the system. The same applies to client profiles, where you can also upload a profile picture for quick identification.

Keeping care worker profiles accurate and up to date is essential for CQC compliance. Inspectors will expect you to demonstrate that your care workers have the right qualifications, valid DBS checks, and current training records. OnCare stores all of this in one place so you can quickly access it when needed, rather than searching through paper files or spreadsheets.

It is also important to understand that your OnCare billing is based on the number of active care workers on your account. Every active care worker profile counts towards your invoice. Office staff do not count. Archived or inactive care workers do not count. This means that managing your care worker profiles properly, including archiving leavers promptly, directly affects your costs.

There is no limit to how many staff you can add to the system, whether they are care workers or office staff. There is also no restriction on how many people can be logged in at the same time. Your entire team can use OnCare simultaneously without any issues.

Go to People in the top navigation and click Care workers. Then click the Invite Care Workers button. A pop-up will appear where you enter the care worker's first name, last name, and email address. Click Send Invite to send them a secure invitation email with a link to download the OnCare app and set up their password.

Once they accept the invite and sign in, their profile is active and they will appear on the schedule. If a care worker has not yet signed in, you will see a "Not Signed In" tag next to their name on your dashboard, so you can easily track who still needs to complete their setup.

You can also add office staff the same way via People > Office staff, and family/friends portal access from a client's profile.

Each care worker profile stores their personal details, contact information, and employment information. You can upload a profile picture to make identifying them easier. You can also upload documents such as DBS certificates, qualifications, training records, and contracts. All documents are stored securely and are accessible to authorised office staff.

You cannot bulk upload a CSV format to bulk create care worker profiles and client profiles. You need to do it one by one.

When adding documents or training records to a care worker profile, you can set an expiry date. OnCare will send automated email reminders when items are approaching expiry. For example, DBS checks, first aid training, or mandatory certificates. This helps you stay compliant and avoid lapses in documentation.

To receive these reminders, make sure email notifications for care worker reminders are enabled in your Settings.

You can set up each care worker's shift working hours to define when they are available for scheduling. To do this, go to the Schedule section, click the Care Worker sub-tab, then click the three purple dots next to the care worker's name and select Manage Availabilities. From there you can define their regular working hours for each day of the week.

Setting up availability correctly is important because it helps office staff see at a glance who is available when building the rota. If availability is not configured, you may accidentally schedule visits outside a care worker's agreed working hours.

Annual leave, sickness, and other types of absence are managed by office staff through the scheduling system. When a care worker is on leave, any visits allocated to them during that period are automatically marked as unallocated and need to be reassigned to another care worker. Care workers cannot request leave or block out their own calendar through the app. All leave must be added by office staff.

Holiday entitlement tracking is done manually by the office team. OnCare does not automatically calculate holiday allowances or remaining entitlement. You can use the leave records in OnCare as a reference, but you will need to track the overall entitlement separately.

If you do not record leave in OnCare, the care worker will still appear as available on the rota and may have visits scheduled during their absence. This will result in missed visits and alerts, which creates unnecessary work for the office team and could affect care delivery.

When a care worker leaves your agency, you should archive their profile rather than deleting it. Archiving removes them from the active list, removes them from the rota, and stops them from being billed. However, their profile, visit history, documents, and all associated records are preserved.

This is important for several reasons. CQC may ask about former staff members during an inspection, and you need to be able to produce their records. Archived profiles also maintain the integrity of your visit history, so past visit reports still show the correct care worker's name.

To archive a care worker, open their profile and use the archive option. If you need to reactivate them later (for example, if they return to work at your agency), you can restore their profile from the archive, and they will become active again and count towards your billing.

OnCare allows you to assign different permission levels to office staff. Not everyone needs full access to all features. For example, a coordinator may only need access to the schedule and alerts, while a registered manager needs access to reports, invoicing, and audit trails.

Setting up permissions correctly ensures that staff only see what is relevant to their role, and protects sensitive information such as payroll data and client medical records from being accessed by people who do not need it.

OnCare keeps a full audit trail of changes made to each care worker profile. This includes when the profile was created, when details were updated, who made each change, and what was changed. This audit trail is valuable for CQC compliance and for internal governance, as it provides a clear record of who did what and when.

Once a care worker has accepted their invitation and signed in, they can access the OnCare mobile app to view their schedule, complete visit reports, record medications through eMAR, raise incident reports, and access policies and procedures. The mobile app is their primary tool for day-to-day work, and their profile in the web application is where office staff manage their information, documents, and schedule.

OnCare does not provide recruitment features such as screening, DBS checks, or right-to-work verification. Those processes happen outside the system. You decide when the right time is to invite a care worker onto OnCare.

Before you start inviting care workers, it is recommended to configure the following in Settings first: your policies and procedures, operational documents, rate sheets, invoice and payment settings, distance and late visit alert thresholds, and any other metrics relevant to your agency. That way, when you onboard a care worker and they sign in to the app, all of those settings are already in place and working from day one. If you invite care workers before configuring these settings, you may need to go back and set things up while they are already using the system, which can cause confusion.

Care worker profiles do not include recruitment tools such as DBS screening, reference checks, or right-to-work verification. OnCare does not track holiday entitlement automatically. Care workers cannot edit their own profiles, they can only view their schedule, complete visits, and access documents through the mobile app. Any changes to a care worker's profile, availability, or documents must be made by office staff through the web application.