Forms
Use the form library, complete daily notes, MUST assessments, body maps, and build custom forms.
The form library
BoolCare includes over 100 industry-standard care forms, maintained and updated by our team. Go to Settings > Forms to enable or disable specific forms for each care home. Forms are organised by category: Daily Observations, Clinical Assessments, Incident Reports, Handovers, and more.
Completing a form
Navigate to a resident's profile and select "Forms", or use the quick-access "Add Record" button. Choose the form type, complete the fields, and submit. Submitted forms appear immediately in the resident's activity timeline and are available for AI querying and reporting.
Daily notes
Daily notes are the most commonly used form. Complete them for each resident at the end of each shift. BoolCare's AI uses daily notes — along with all other form data — to generate shift handover summaries and answer queries about resident wellbeing.
Daily notes are the most commonly used form. Complete them for each resident at the end of each shift. BoolCare's AI uses daily notes — along with all other form data — to generate shift handover summaries and answer queries about resident wellbeing.
Body maps
The body map form lets you record skin integrity observations by clicking on an interactive body diagram. Add descriptions, severity ratings, and photos for each observation. BoolCare tracks body map history automatically, making it easy to see whether wounds are healing or deteriorating.
Consent
The Consent form records a resident's consent — general consent such as photography for activities, photography for social media, and sharing information with a GP surgery, other professionals, or family, as well as consent to a specific care plan or risk assessment. Staff can read the statement aloud or hand it to the resident, then capture a signature.
When a resident can't sign
If a resident is unable to sign — for example if they lack capacity or are physically unable — a staff member records the reason and signs as a witness instead. Every consent record is permanent: changing your mind means withdrawing the old record (with a reason) and capturing a fresh one, so there is always a full history of what was agreed and when.
If a resident is unable to sign — for example if they lack capacity or are physically unable — a staff member records the reason and signs as a witness instead. Every consent record is permanent: changing your mind means withdrawing the old record (with a reason) and capturing a fresh one, so there is always a full history of what was agreed and when.
Viewing and withdrawing consent
All of a resident's consent records appear on their profile under the Consent tab, and consent linked to a specific care plan or risk assessment also appears on that plan or assessment's own Consent tab. Each record can be downloaded as a PDF, and staff with edit permissions can withdraw an active record at any time.
Building a custom form
Go to Settings > Custom Forms and click "New Form". Use the drag-and-drop builder to add fields: text, number, date, dropdown, checkbox, photo upload, and body map. Add conditional logic to show or hide fields based on previous answers. Once published, custom forms are available to all staff and are fully AI-queryable.
Users field
Add a "Users" field (under Care in the builder) when a form needs to record a team member, for example "Completed by" or "Staff present". In the field's properties, tick "All users in organisation" to list every active team member, or tick one or more care homes to list only the staff assigned to those homes. Staff with no care home assigned only appear under "All users in organisation". Turn on "Allow multiple" to let staff pick several people. Suspended team members are never listed. In reports and the AI Assistant, selections are shown by name.
Keeping the Users field up to date
The Users field reads straight from your Team page, so adding someone to Team or assigning them to a care home makes them appear in the relevant forms automatically. No form changes are needed.
The Users field reads straight from your Team page, so adding someone to Team or assigning them to a care home makes them appear in the relevant forms automatically. No form changes are needed.
New in the form library
The library now includes: Resident Hourly Checks, Going Out / Leave of Absence, 1:1 Care Record, Vaccination & Immunisation Record, Missing Person Profile (Herbert Protocol), Hospital Transfer Record, Post-Fall Observations, Bed Rails Risk Assessment, Property & Valuables Inventory, Fire Drill Log, Complaints & Compliments Log, and Eating & Drinking / Choking Risk (IDDSI). Add any of them from the form library in the same way as other forms.
Resident Hourly Checks
Record each routine welfare check, day or night: where the resident was, how they were, comfort and safety checks such as the call bell and continence, and any concern and who it was escalated to. If a resident cannot be found, the form prompts staff to start a search and follow the missing person procedure.
Going Out / Leave of Absence
Complete this before a resident leaves the home for an outing, visit or appointment. It records where they are going and with whom, expected return time, any medication to take while out, how they were transferred to the vehicle, and exactly what they are wearing, with an optional photo, in case they go missing. Fill in the return section when they are back.
Missing Person Profile (Herbert Protocol)
For residents at risk of going missing, this profile holds a recent photo, a physical description, medical needs and the places they may try to go. If the resident goes missing, give it to the police straight away. Review it regularly.
For residents at risk of going missing, this profile holds a recent photo, a physical description, medical needs and the places they may try to go. If the resident goes missing, give it to the police straight away. Review it regularly.
1:1 Care Record
Evidence each session of one-to-one support, including funded 1:1 hours: start and end times, who provided it, why, what support was given and how the resident presented. This is useful for funding reviews.
Behaviour Monitoring Chart (ABCD)
The behaviour chart now has a fourth section, D for Debrief. Record whether a debrief took place, who was involved, the resident's view, whether anyone was hurt, staff wellbeing, what helped, what to do differently and any actions. Organisations that were already using the unchanged library version of the chart get the new section automatically. If you had customised your copy, add the debrief fields in the form builder.
The behaviour chart now has a fourth section, D for Debrief. Record whether a debrief took place, who was involved, the resident's view, whether anyone was hurt, staff wellbeing, what helped, what to do differently and any actions. Organisations that were already using the unchanged library version of the chart get the new section automatically. If you had customised your copy, add the debrief fields in the form builder.