Central library with read-tracking and revisions
Policies & Procedures
A realm-wide policy library with folders, rich-content sections, full revision history, per-user read-tracking, mandatory-read flags and automatic alerts when policies change.
One library, every policy
One organisation-wide policy library, not a stack of PDFs in a shared drive
Carerealm gives your organisation a single, searchable library for every policy and procedure: safeguarding, medication, data protection, fire, manual handling, whatever your service covers. Staff find policies from the dedicated /policies page, from any supported person's area, or via the search bar. Admins manage them from one place.
Group policies into folders that match your inspection framework or your internal structure. Re-order, rename, move and archive without losing read-history or revision history.
- Folders for structure.
- Group policies by category (clinical, HR, safeguarding, data, fire). Nest folders if you need a deeper hierarchy.
- Search across everything.
- Find a policy by title in one box, no matter which folder it lives in. Results respect access permissions.
- Live in two places.
- The central library at /policies for browsing, plus quick links inside each supported person's area for context.
Full content, full history
Rich policy content with every revision preserved
Policies are written in the same multi-block editor as the diary: formatted text, headings, tables, images, body maps, checklists, links. Anything that helps staff actually understand the procedure goes in the document, not into an attached PDF.
Every edit creates a new revision. Past versions stay accessible, side by side with the current one, with the editor, timestamp and what changed. When an inspector asks "what did your medication policy say last August?", you can show them.
- Multi-modal content.
- Text, tables, images, body maps, checklists, code-blocks: whatever the policy needs to be understood, not just stored.
- Every revision kept.
- Each edit is a versioned revision. The previous text is preserved with editor identity and timestamp.
- Show working under scrutiny.
- Inspectors and internal auditors can see when a policy changed and how, not just the current state.
Read by whom, when
Per-user read-tracking for the policies that need it
Turn on read-tracking for a policy and Carerealm records who has opened it, with a timestamp. Useful for the policies that staff genuinely need to confirm they've read: medication competence, safeguarding, infection control, the heavy ones.
Flag a policy as mandatory read and Carerealm prompts each staff member with an explicit confirmation before dismissing it. Admins can also mark a policy as read on behalf of a staff member who confirmed it on paper. This is useful for new starters during induction.
- See who's read it.
- A read-by list on each policy showing every staff member who's opened the current version, with timestamp.
- Mandatory-read flag.
- When set, staff get an explicit confirmation prompt rather than a silent view-count. Their click is the audit record.
- Admin mark-as-read.
- For paper confirmations or induction sign-off, an admin can record a read on behalf of a named staff member.
Tell people the policy changed
Automatic alerts when policies are published or updated
When an admin publishes a new policy or updates an existing one, Carerealm can notify the staff who need to know, by email and by the in-app bell, in one go. Choose at publish time whether the alert should go to everyone in the realm or just to specific people, and add a short note explaining what's changed.
Users can be excluded from individual notifications (former staff, people on long-term leave) without removing their account, so the alerts stay relevant to the people who'll act on them.
- Email + bell in one go.
- Every recipient gets both the email and an in-app notification, so the alert lands wherever they're working.
- Targeted or realm-wide.
- Notify everyone, or just a chosen list, depending on the policy and who actually needs to act on it.
- Excludable users.
- Maintain a per-policy exclusion list for staff who shouldn't be on the alert (leave, role mismatch, contractor).
What Policies & Procedures isn't
This is a living policy library with read-tracking and revisions, not a learning-management system. It doesn't score staff competence, run quizzes, issue certificates, or generate inspection-ready training matrices. If your service needs formal training delivery with assessed outcomes, that's a separate category of tool. Carerealm pairs naturally with one of those for the "has Sarah completed her annual safeguarding training" question.
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