See who is cleared to work, and the evidence behind it
Bellum holds the recruitment checks, training, policies and supervisions for everyone in your care team. It reminds the right person before anything lapses and records who signed what, and when.
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Staff record
Grace Adeyemi
Care worker, Northside branch
Cleared to work alone
- Enhanced DBSCleared
- Right to workChecked
- References2 of 2 accepted
- Moving and handlingDue in 12 days
- Policies14 of 14 read
Evidence
- 1 SepInvite accepted
- 2 SepDBS certificate checked
- 2 SepRight to work share code checked
- 3 SepSecond reference accepted
- 3 SepTraining reminder sent to Grace and her manager
- 4 SepSafeguarding policy read and understood
- 4 SepSigned off by Ruth Ellison, registered manager
Staff files end up in too many places
The DBS certificate is in a shared drive. The training matrix is a spreadsheet one person updates. Supervision notes sit in a binder in the office. When a right to work check expires or moving and handling training lapses, you tend to find out when the carer is already out on calls, or when an inspector asks.
What Bellum looks after
Before they start
New starters cleared before they work alone
Each new carer gets an onboarding checklist from your template, covering DBS, right to work, references, ID and induction. A manager signs them off for independent work, and the carer is flagged again if a required check lapses.
References without the chasing
Referees answer a short online form, and their replies go straight onto the carer's record. Two accepted references complete the check.
While they work
Training that follows each job role
Courses are assigned by role. Staff upload their certificates for a manager to verify, and a renewal is set up when a course runs out.
Proof that staff have read your policies
Publish a policy as a PDF. Staff open it on any device and confirm they have read and understood it, and you can see who still needs to.
Supervisions and spot checks on record
Book supervisions and appraisals, write them up and get them signed off. Unannounced spot checks end with a clear outcome: competent, or not yet competent.
A reminder before anything runs out
Bellum emails the carer, their manager or the reviewer before something falls due. Each person gets one email listing what needs them, sent during UK working hours. If it is still not done, the reminder escalates.
Set up once, then keep it current
Set up your organisation
Add your branches and job roles, then your onboarding checklist, training courses and policies. You can add your own check types in Settings.
Invite your staff
Each person gets an email invite and a list of what is theirs to do. You can see whether each invite was delivered, opened and accepted.
Keep on top of it
Compliance shows what is due and overdue across the team, and each person's record shows where they stand. Reminders and sign-offs keep it current between supervisions and inspections.
Built for domiciliary care teams
Registered managers
See who is cleared to work and what is coming due, and show an inspector the evidence with names and dates against it.
Office and compliance staff
Run each new starter from one checklist instead of an inbox full of certificates and reference requests.
Care workers
Check their own tasks on a phone, read a policy or upload a certificate between calls, and see when training is due.
Spreadsheets and paper, or Bellum
| Task | Spreadsheets and paper | Bellum |
|---|---|---|
| Expiry dates | Someone has to spot them | Reminders go out before the date |
| References | Emails, phone calls and scanned letters | An online form, with answers on the record |
| Training matrix | Updated by hand when someone has time | Assigned by job role, with renewals set up |
| Policy sign-off | Signature sheets in a folder | Read and understood, recorded per person |
| Inspection evidence | Pulled together the week before | On screen, with who signed off and when |
| Who changed what | Hard to tell | Every change kept in the audit trail |
Expiry dates
- Spreadsheets and paper
- Someone has to spot them
- Bellum
- Reminders go out before the date
References
- Spreadsheets and paper
- Emails, phone calls and scanned letters
- Bellum
- An online form, with answers on the record
Training matrix
- Spreadsheets and paper
- Updated by hand when someone has time
- Bellum
- Assigned by job role, with renewals set up
Policy sign-off
- Spreadsheets and paper
- Signature sheets in a folder
- Bellum
- Read and understood, recorded per person
Inspection evidence
- Spreadsheets and paper
- Pulled together the week before
- Bellum
- On screen, with who signed off and when
Who changed what
- Spreadsheets and paper
- Hard to tell
- Bellum
- Every change kept in the audit trail
Questions providers ask
Does it replace our rostering or care planning system?
No. Bellum covers the staff side: recruitment checks, training, policies, supervision and spot checks. Keep the system you use for rotas, visits and care notes.
Who is it built for?
Domiciliary care providers registered with CQC in England. Managers and office staff use it at a desk, and care workers use it on their phones.
Will it make us CQC compliant?
No software can do that on its own. Bellum shows what has been done, what is due and who signed it off, so the evidence is ready when you are asked for it.
Can we track checks that are specific to us?
Yes. You can add your own check types and forms in Settings, such as a medication knowledge check or a spot check template.
How do references work?
Bellum emails each referee a link to a short form. Their answers are saved on the carer's record, and a manager accepts them or asks for clarification.
Does it work on phones and tablets?
Yes. It runs in the browser on phones, tablets and desktops, so there is nothing to install.
How is our data protected?
Each organisation has its own separate space. Directors, registered managers and admins sign in with two-factor authentication. DBS certificate numbers and right to work share codes are stored encrypted, and every change is recorded with who made it and when.
How do staff get access?
You invite them by email. They set up their sign-in and see their own records and tasks, and their role decides what else they can see.
See how it would work for your service
We'll walk you through a carer's record, from invite to sign-off.
Book a demo