Why training matters for your care business
As a director or manager running a domiciliary care business in the UK, keeping your care and office staff trained is one of your core responsibilities. You need to provide training to your care workers and office staff, keep their modules up to date, and be able to check at a glance whether each person's training is up to date, expiring soon, or expired.
This matters most during CQC inspections. Inspectors look closely at whether your staff training is current, so having a clear, always up to date record is essential. OnCare's Training feature, built in partnership with Florence Academy, lets you manage all of this in one place.
About Florence Academy
We have partnered with Florence Academy, one of the largest health tech businesses in the UK. All courses and training progress data come directly from Florence Academy and flow straight into your OnCare account.
Activating the Training add-on
Training is a paid add-on. The pricing is simple:
£29 per month for up to 5 learners
£6 per month for each additional learner above 5
A learner is any care worker or office staff member. For example, if you have 6 learners (such as 3 care workers and 3 office staff), you would pay £35 per month.
If you do not see Training in your settings, the add-on has not been activated yet. To turn it on, please contact your account manager to make the upgrade.
Finding the Training settings
Once the add-on is active, go to Settings and scroll down to Training. You will see two tabs:
My training: where you set up roles and courses, set due dates, and assign training to your staff
Staff training progress: your live training matrix showing everyone's compliance
Setting up training inside "My training"
Click My training to open your dashboard. This is the OnCare and Florence Academy interface where you build and assign your training.
Step 1: Create a role
Click Roles, the third tab at the top.
Click Add role.
Enter a role title, for example Care workers or Manager.
Select the courses you want available for that role. You can click Select all courses, or pick them one by one.
Click Continue.
Roles let you give the right modules to the right people. For example, you might create a Care workers role with one set of modules, and a separate Manager role with different modules for your office staff.
We currently have 11 modules active, covering the most important areas for CQC. We will be opening up a library of over 100 modules in the near future.
Step 2: Set due dates and renewal frequency
After selecting your courses, set a due date for each module. Due dates are set in weeks or months from the moment the training is assigned to a staff member.
Please note: due dates only apply to training that has not been assigned before. If a staff member already has an existing due date for a module, that existing due date You can also set a renewal frequency so staff retake each module on a schedule:
Every 3 months
Every 6 months
Every 9 months
Every year
Every 2 years
Every 3 years
Then click Save.
Step 3: Assign the role to your staff
Click Assign role, next to Add role.
Select the role you just created.
Choose the care workers or office staff you want to assign it to.
Because Training is built into OnCare, every care worker already on your OnCare platform is added here automatically. You do not need to recreate any staff profiles, they will already be listed.
Step 4: Notify your staff
Once roles are assigned, let your staff know they now have access to their training modules inside their own OnCare account.
Important: staff must log in from a web browser on a computer, not the mobile app. In the browser version of OnCare they go to Settings and then Training, where they will find all their modules.
By default, staff see all available modules. The ones you assigned to them are marked Required. Let them know they only need to complete the Required modules, which are flagged on the module image.
Logging out correctly
When you are finished, click My account and then Disconnect in the top right to log out.
Always log out using Disconnect. If you close the tab with the cross instead, it will shut everything down. Logging out properly takes you straight back to your OnCare account without leaving.
Tracking progress in Staff training progress
The second tab under Training is Staff training progress. This is your training matrix, with all data pulled live from Florence Academy.
At a glance it shows your overall compliance:
Whether everyone is up to date
The number of completed modules
Modules that are expiring soon
Modules that are expired or overdue
How reminders work: you and your care workers receive an Expiring soon notification 3 months before a module expires, and care workers then receive a reminder every day during those 3 months.
The matrix updates automatically every hour. You can see the exact time in the Last updated label in the top right, for example Last updated 2 June 2026.
From here you can also see how many staff members you have and how many courses you are managing, and you can jump back into the Florence Academy account.
Reading the matrix is straightforward: your staff are listed down the left-hand side, with care workers first and office staff further down as you scroll. Each column header is the name of a module, and each cell shows that person's status for that module.
Ongoing management
Once it is set up, there is nothing more you need to do day to day. The matrix keeps itself current, which makes it easy to demonstrate that your training is always up to date.
You can return to Settings at any time to add more modules, for example if you want certain staff to specialise in a particular area. You can add modules to your care workers throughout the year.
You can also view an individual's training from the People tab. Open the Care worker tab, select a staff member, and you will see their training on their own Care worker profile. If you set a renewal frequency in My training, their modules renew automatically, for example every 6 months.