GN Wellsprings — Help & Workflow

Home page

The home page is the landing page when you open the portal URL. Three big tiles let you choose which workspace to enter:

• Client Portal — opens the dashboards that revolve around service users (MAR Chart Audit, Risk Monitoring, Hospital Passport, Communication Passport).
• Management Portal — managers only. Master Service User Register, keyworker codes, managers register, Staff & Client overviews, Training Matrix, Submissions search, monthly care audits, Cloudflare/Power Automate settings.
• Employee Portal — keyworker view. Your own service users, your own record, supervisees, training matrix row.

Every page has a Home button in the top-right that returns to this page, and a ? Help button that opens this guide.

Signing in (KW / MGR codes)

There is no separate login database. Every keyworker has a code starting with KW- (e.g. KW-07) and every manager has a code starting with MGR- (e.g. MGR-2026). The code drives what you see:

• KW codes — see only the clients and supervisees assigned to that key.
• MGR codes — see everything and can edit the registers.

Client Portal

Four tiles for client-related workflows. Sign in with either a KW or MGR code (KW codes will only see their own clients).

• MAR Chart Audit — opens the monthly medication-administration audit dashboard.
• Monthly Risk Monitoring — opens the risk monitoring dashboard. Keyworkers see only their clients; managers see all submissions + coverage grid.
• Hospital Passport — opens the Passport Dashboard then the Hospital Passport form for the chosen client.
• Communication Passport — same flow, communication passport instead.

Management Portal

The control room. Once signed in with a manager code, you see:

Tiles

• Passports / Risk / MAR / Monthly Audit — quick links to those dashboards.
• Staff Overview — every employee & manager with traffic-light dates for training, supervision, appraisal, spot check.
• Client Overview — every service user with hospital/comms passport expiry, risk monitoring due, MAR audit status.
• Training Matrix — full grid of employees × the 9 mandatory courses, colour-coded by expiry.
• Submissions Search — filter every supervision / spot check / appraisal across staff by section and date.
• Master Service User Register — add or remove service users; flags drive what each linked dashboard shows.

How to add an employee

1. Sign in as a manager. Scroll to the Keyworker codes table.
2. Click Add keyworker. Fill in name, email, role, and the Supervisor code (their allocated supervisor's KW or MGR).
3. Go to the master Service User Register. For each client, list the KW codes responsible in the Keyworker key(s) cell.

How to add a manager

1. Scroll to the Managers card. Click Add manager.
2. Set their code (e.g. MGR-CLARE), name and email.
3. They sign in by picking their name from the dropdown and entering their code.

How to record a training refresher

1. In the Staff Overview card, scroll to Mandatory training — record a refresher.
2. Pick employee, topic (9 standard or Other), date completed.
3. Expiry auto-fills to +12 months. Paste the SharePoint URL of the certificate.
4. Click Save. Both the Staff Overview and Training Matrix update instantly.

Employee Portal

Keyworker view. Sign in with your KW code. You see:

• My service users — only the clients with your KW on their register row. Click Hospital / Comms / Risk on a card to open the right form pre-filled with their name.
• My record — your own training / supervision / appraisal / spot check dates with traffic-light colours.
• My history — every form submitted against your code, newest first.
• My training matrix — your own row of the 9 mandatory courses, traffic-light coloured.
• My staff overview — same colour-coded summary scoped to you and your supervisees.
• People I supervise — employees whose Supervisor code is yours. Open Supv / Spot / Apprs forms pre-filled for them.

Hospital & Communication Passport forms

Open from the Client Portal tile or a client row in the staff portal. The form pre-fills the client's name.

• Save filled copy downloads a self-contained HTML copy you can email.
• Submit to SharePoint uploads the PDF into Current clients / [client] / [passport name].pdf via Power Automate. The fuzzy match dialog (e.g. Is this for Pa** Bay***?) confirms the folder.
• Communication Passport: tick No, not required at Q1 to skip to the end with a 12-month expiry. Otherwise it's a 6-month review.
• Reminder emails fire 21 days before expiry to admin@ and info@.

Monthly Risk Monitoring

Each keyworker submits monthly risk monitoring for their clients.

• The form opens with a Previous month review card that lists every action the keyworker recorded last month — confirm Resolved / Partially / Not yet / N/A and add a comment per action.
• Standard risk areas (Falls, Medication, Mental health, Environment, Fire, Finance, Safeguarding, Health, Choking, Self-neglect) — pick severity + likelihood, add mitigation + action needed.
• Incidents this month: count + free-text description.
• On submit, a PDF is uploaded to Current clients / [client] / Risk Monitoring / [YYYY-MM].pdf. If anything is rated High severity, an alert email goes immediately to admin@ and info@.
• Manager view: tabs for All submissions and Coverage showing every active client × the last 6 months with red crosses where submissions are missing, plus the responsible employee.

Supervision / Spot Check / Appraisal forms

Same shape across all three — based on the GN Wellsprings templates.

• Pick the employee from the dropdown. The form pre-fills their details.
• Fill in each section. Auto-saves to your browser so you can close the tab and pick up where you left off (drafts are keyed by you + the employee).
• Signature pads at the bottom — supervisor AND employee sign with mouse / finger. Stored in the form and rendered into the PDF.
• Submit + Save PDF renders to PDF, downloads a local copy, posts to Power Automate which saves into Employees / [Name] / [Type] / [type] [date].pdf, and shows a confirmation modal with the SharePoint link.

Traffic-light colours

Used everywhere there's a due date.

• Red — overdue today is past the due date.
• Yellow — due ≤ 45 days action needed soon.
• Green — OK more than 45 days away.
• Grey — no entry nothing on file yet.

Default cycles: training 12 months, supervision 3 months, appraisal 12 months, spot check 3 months, hospital passport 6 months, communication passport 6 months (or 12 when "not required"), risk monitoring monthly.

Monthly care audits

Two audit dashboards open from the Management Portal:

• MAR Chart Audit Dashboard — medication audit by client. Audit log, register, new-audit form, settings.
• Monthly Audit System — broader CQC-aligned monthly care audit (clinical, governance, supervisions, training, incidents).

The Audit resources list inside the Management Portal links to every audit template and runbook (.docx / .xlsx) for context.

Power Automate flows (SharePoint integration)

Four flows handle SharePoint uploads + reminder emails. After importing each one into Power Automate, paste the trigger URL into the Management Portal → Settings.

• 6-Submit-Passport — passports + folder expiry metadata.
• 7-Passport-21-Day-Reminder — daily check, email admin@ and info@ for expiries.
• 8-Submit-Risk-Monitoring — risk PDFs into Current clients / [name] / Risk Monitoring / [YYYY-MM].pdf, high-severity alert email.
• 9-Submit-Employee-Form — Supervision / Spot Check / Appraisal PDFs into Employees / [Name] / [Type] /, confirmation email to the employee.

Cloudflare Pages deploy

The whole portal is one static folder under Cloudflare-Pages/. To publish:

1. Open Cloudflare dashboard → Workers & Pages → Create → Pages → Upload assets.
2. Drag the Cloudflare-Pages folder in. Project name gnw-care-portal.
3. Click Save and Deploy. Live at https://gnw-care-portal.pages.dev within a minute.
4. Optionally add a custom domain like portal.gnwellspringscareservices.org.uk.

Updates: re-run the build scripts, re-bundle, drag the folder back in. Full instructions live in 11-05-2026-Care-Portal-Cloudflare-Deploy.docx.

Troubleshooting

• I see "No evidence" everywhere. Nothing has been submitted yet, or evidence URLs are missing. Submit a form or paste a SharePoint URL when recording training.
• My data isn't visible on another computer. All data lives in your browser. From Management Portal → Settings click Export master data, share the JSON, then Import master data on the new device.
• Signature is blank in the PDF. Try again — the PDF capture needs the canvas to have ink on it. If you cleared the pad accidentally, redraw.
• Submit doesn't reach SharePoint. Open Management Portal → Settings and confirm the Power Automate URL is set and the flow is turned on.
• The Home button doesn't return me anywhere. You're already on the home page, or the Cloudflare deploy is set up with a base path that hides root — check the Cloudflare project's Production branch setting.