HR

Employee records, supervisions and appraisals, references, whistleblowing and the HR audit trail.

Turning on HR

The organisation owner turns on HR in Settings > Modules. Access then has two layers. First, "Access to HR Module" in Team > Manage role permissions decides who can open HR at all; by default only owners and admins have it. Second, HR access grants in HR > Settings decide which HR information each person can see and change. Nobody, including owners and admins, sees other people's HR information until they have been given a grant.

HR access grants

In HR > Settings > Access grants, select the pencil next to a team member to set what they can do. Choose which homes the grant covers (all homes, or specific ones), then tick Create, View, Edit and Delete for each category: personal details, bank details, documents, supervision and appraisals, disciplinary, sickness and absence, observations, and staff notes. Bank account numbers stay masked unless Edit is granted. The owner can also let someone open HR settings or view the HR audit trail.

The HR dashboard

The HR dashboard highlights what needs attention: DBS rechecks due in the next 60 days, employees missing a contract or DBS certificate, supervisions and appraisals due in the next 30 days, staff with a Bradford Factor of 200 or more over the last 52 weeks, and upcoming birthdays in the next 30 days. Dates follow your date format preference, which is day/month/year by default.

Birthday today

When a member of staff has a birthday today, a Birthday today card appears at the top of the HR dashboard with their name, job title and the age they are turning. Select a name to open their HR record. Only active staff are included, and you only see people you are allowed to view in HR. Birthdays come from the date of birth on the employee's HR record.

Employee records

Open HR > Employees and select a person, or use HR Record on their team profile. A record has tabs for personal details, bank details, emergency contacts, documents, DBS, references, interview notes, supervision and appraisals, disciplinary, staff notes, observations, and sickness and absence. Staff can always view their own record. Deleted contacts, documents, references, interview notes and supervision records go to the recycle bin and can be restored for 30 days.

Supervision and appraisal templates

Owners and admins can create reusable question sets in HR > Settings > HR templates, choosing whether each template is for interviews, supervisions, appraisals or references. When recording a supervision or appraisal, select Load from template to replace the standard fields (summary, action points and employee comments) with one answer box for each question in the template. Select Use standard fields to switch back. The template name is shown on the saved record, and later changes to a template do not alter records already saved.

References

On an employee's References tab, add a referee and select Generate request link. BoolCare copies a link to your clipboard for you to email to the referee; it does not send the email itself. The link works for 7 days and can only be used once. If a referee replies another way, for example by phone, select Mark completed to enter their answers yourself and attach a scanned letter if you have one.

Custom reference questions

By default the link sends the standard reference form, which asks for an overall assessment, whether the referee would re-employ the person, and any comments. To ask different questions, for example for different job roles, create a template with the type set to Reference. Each question can be a text answer or a Yes / No answer, and can be marked as required. When you generate a link, choose the standard form or one of your reference templates. The questions are fixed once the link is generated, so later template changes do not affect requests already sent.

Whistleblowing

Any member of staff can raise a concern from Forms > Whistleblowing, and can choose to stay anonymous. Reports are only visible to the whistleblowing officers the owner chooses in HR > Settings; nobody, including the owner, has automatic access. Officers can set each report's status, assign it, record resolution notes, and ask the AI to suggest next steps.

HR audit trail

HR > Audit trail lists who did what, and when, across HR. Filter by employee, category and date, and switch on Include views to see who viewed records as well as who changed them. Entries are shown 25 per page; use Previous and Next to move between pages. Owners and admins can open it, as can anyone the owner allows.