Guides & Policies
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- Quick Guide – Assigning an iButton
- Quick Guide – Adding and Archiving Manual Clocks in CoolCare A quick guide to adding and archiving manual clocks in CoolCare4
- Quick Guide – Staff Portal Shortcut on Your Phone Guide to creating a portal shortcut on your mobile device.
- Getting Set-Up
- CSV Upload Guide Guide to uploading your Staff and Resident details to CoolCare4.
- Virtual Notice Boards Guide to configuring and using the CoolCare4 VNB to to display information to visitors, staff and residents
- Creating Custom Reports How to create custom reports in CoolCare4
- Staff Records Managing your staff records in CoolCare4 including time and attendance human resources, payroll, training and uploading documents
- Staff Rota
- Rota & Timesheet Configuration Guide Learn how to configure your Snap to Shift and Deductions settings
- Agency Ledger The Agency Ledger enables the recording of Agency staff usage within CoolCare to cover shifts where there is a staff or skills shortage.
- Staff Timesheets
- Calendar Guide Guide on how to manage your Calendar
- Adding Bank Holidays Guide on how to create Statutory Holidays within the annual calendar for all your care homes.
- Staff Portal – Employee Guide Guide to using the CoolCare4 staff portal, for staff members to view worked hours, upcoming shifts and book holidays.
- Portal and Messaging for the Care Home Guide to how the care home can use CoolCare4 to interact with Messaging and the Staff Portal that the staff can log into from their own devices. See separate guide for staff use of the portal.
- Using Mail Merge and CoolCare4 to email your staff This guide shows how to use mail merge within Outlook to email your staff with data drawn from CoolCare4.
- Staff Payroll – Sage CSV The Payroll section is used for analysing, managing and exporting payroll data from CoolCare. This guide is for “Sage CSV” which is used to produce an export from CoolCare which can then be imported into Sage.
- Staff Payroll – Pay Rates The Payroll section is used for analysing, managing and exporting payroll data from CoolCare. The guide is for “Pay Rates” in which a payroll report can be run which includes pay rates, this is to be used when you are outsourcing your payroll to an external company.
- Identifying staff of a BAME background – Covid-19 A guide on how to produce a report on the ethnicity of your staff to help with Covid-19 status reporting.
- Residents The Residents section on CoolCare4 is denoted by its green colour. This is where all resident records are stored in CoolCare4 and the location of where you manage the resident records. Residents. Resident Admissions. Admitting Residents. Admission Details. Resident Details. Resident Records. Resident Photo. Changing Rooms. Other Details. Room History. Previous Admissions. Contacts. Managing Resident contacts. Documents. Uploading Documents. General Notes. Absences. Managing Absences. Absent Residents Widget. Resident Absence Report. Discharging Resident. Notice of Discharge. Full Resident Details Report. Reporting. Resident Contacts Report. Resident Missing Details Report. List. Between Dates. Absences. Discharges.
- Enquiries and Occupancy CoolCare4 allows you to manage the Occupancy of your care home within the system and keep track of the types of Occupancy in your care home. In CoolCare4 you are also able to manage the enquiries you receive and take them straight through from start to finish keeping track of each stage of the enquiry process as you go. Managing occupancy. Occupancy overview. Occupancy reports. Admission and discharge. Average occupancy. Occupancy levels. Enquiry reports. Enquiry contact details. Enquiry performance. Finance reports. Income analysis details. Enquiry management. Enquiries list. New enquiry. Enquiry 1/2. Enquiry 2/2. Active enquiries. Enquiry Filter. To Do List. Updating an Enquiry. Adding Step Entries. Adding Notes. Adding Tasks. Provide Brochure. Decline Brochure. Visit. Plan. Add Assessment. Decline Assessment. Plan for Admission. Decline Admission. Enquiry Status. Event Log. Active Enquiry. On Hold Enquiry. Arrange Visit. Decline Visit.
- Resident and Home Ledger How to set up and manage both your home and resident ledgers in CoolCare4.
- Resident Invoicing
- WeTransfer Guide
- PPE Tracker A free PPE Tracker from CoolCare. Please note that this spreadsheet is offered on an unsupported basis.
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