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Recruiting, From Advert to First Shift

Post a job, share the link, and applications arrive in a pipeline rather than an inbox. Each applicant moves through six stages — applied, screening, interview, offer, hired, or rejected — with interview notes kept against the person rather than in somebody’s head. When you hire, the onboarding invitation goes out in the same action, and the account is created the moment they accept it. Waiting for them on day one is the list of credentials their role is required to hold in your province, already itemised as what is still outstanding.

• Job postings with a target role, and a shareable public application link
• Pipeline board: applied → screening → interview → offer → hired
• Dated notes on an applicant, so the second interviewer reads the first one’s
• Hiring sends the onboarding invitation; the account is created on acceptance
• The credentials their role requires in your province are waiting on day one
• Credential expiry tracked, with a built-in report of what lapses when
• Time-to-hire reported per posting, so you can see where candidates stall
• Add a walk-in or referred candidate yourself, into the same pipeline

Where it stops. A hire that fails part-way — most often because the email already belongs to a user — is rolled back whole: the applicant stays at the stage they were on and no half-made account is left behind. What we do not do is background checks or reference calls; those stay with you, and the notes field is where the outcome goes.

Guided Setup and Bulk Import

The first day is the one that decides whether software gets used. Setup is a guided sequence — organisation, sites, staff, clients — that remembers where you stopped and lets you resume, rather than a blank dashboard and good luck. Staff and clients come in from a spreadsheet: download the template, upload your file, and see exactly what would be created and what would be rejected before anything is written.

• Step-by-step setup with saved progress and a resume point
• CSV templates for staff and for clients, matched to the importer
• Dry-run preview names the bad rows before a single record is created
• Whole care teams invited in one pass instead of one form at a time
• Setup adapts to the kind of operation you run, not one fixed script
• Progress visible throughout, so you know what is still outstanding

Policies Your Staff Have Actually Read

A shared drive can hold your policies. What it cannot tell you is who has read them. Here every document is versioned, and every acknowledgment is against a specific version — so publishing a revision re-opens the question for the people it affects rather than letting an old signature stand for new text. Admins see a ledger of who has signed and who has not, and can nudge the stragglers without composing an email.

• Version chain per document — nothing is overwritten, nothing is lost
• Acknowledgments recorded per version, so a revision asks again
• Ledger of who signed and who is outstanding, with a one-tap reminder
• Side-by-side diff of two versions, so staff re-read what changed
• Full-text search across the library, not just filenames
• Each staff member sees their own outstanding and completed list
• Every version records who published it, when, and what changed
• Retired policies are archived, never deleted out of the record

The inspector export. One action builds a zip in the shape an inspector asks for: a folder holding the current version of every active document, an acknowledgments.csv with one row per signature ordered oldest first so it can be read chronologically, and a manifest recording when it was generated, by which organisation, and how many of each it contains. Run it against your active library for a visit, or widen it to the full history for an annual review.

Where it stops. The diff is line-level on text PDFs. A scanned or photographed policy has no text to compare, so instead of inventing one we say plainly that the document was replaced and ask staff to re-read it in full.

Reports You Can Build Yourself

Seven reports are waiting on the day you start, each answering a question an administrator actually asks: how heavily is each caregiver used, which credentials expire soon, which visits were completed, what incidents occurred, whose care plan is due for review, how long hiring takes, and where overtime is building up. Beyond those, you can save your own — choose the data, the columns and the filters, and keep it for next month rather than rebuilding it.

• Caregiver utilisation — scheduled against actual hours worked
• Credential expiry — what lapses, and in how many days
• Visit completion — completed, cancelled and overdue side by side
• Incident summary by type and date, ready for a quality meeting
• Care plans due for review, before the review date passes
• Overtime exposure, so a payroll surprise is seen while it forms
• Save your own with chosen columns and filters, and re-run it later
• Preview on screen, then export to CSV or PDF — in English or French

Where it stops. The seven built-in reports are fixed on purpose: they are the ones an inspector or funder recognises, so they cannot be edited into something that shares their name but not their meaning. Copy one into a report of your own and change that instead. Columns carrying sensitive detail stay restricted when the report runs, whoever it was shared with.