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🏠 Dashboard
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🚗 Mileage Tracker
Rate Settings (HMRC AMAP)
Add Manual Journey
Journey Log
💷 Mileage Payroll
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🧾 Invoices
Invoice Settings
Care Rates
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Rota Builder
Weekly staff rota — plan and assign visits across the team
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Rota Builder
Manage rotas
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Bill a client
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Carer Roster
View all staff
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Payroll
Mileage report
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Analytics
Performance insights
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Visit Log
All visits & records
📄
Reports
CQC, Hertfordshire & more
📡 Today's Activity
🟢 Active Visits
⚠️ Urgent Notes
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Wellbeing Check-ins
Last 7 days
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🛡
Lone Worker
Active sessions
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📡 Live Activity
Real-time view of all carer activity today
👷 Carer Registry
All registered care staff — add, edit and manage profiles
👥 Client Registry
All service users and care plans
🕐 Visit Log
All completed and active visits
📋 Care Notes
All care observations and records
🚗 Mileage & Payroll
HMRC-compliant mileage tracking
Miles This Month
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Mileage Pay
£0
Carers with Mileage
0
Avg Miles/Journey
0
Miles by Carer (This Month)
🧾 Invoices
Client billing and payment tracking
Total Invoices
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Unpaid
0
Total Revenue
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Outstanding
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📊 Analytics
Performance insights and trends
📦 Data Import & Migration
Migrate from CarePlanner, Birdie, Log my Care, or any CSV export
Which platform are you migrating from?
We auto-map the column names so you don't have to rename your export files.
👥 Clients
🧑 Carers
🕐 Visits
💊 Medications
📝 Care Notes
📋 Import Log
💳 Billing Platform
Payment gateways, invoice automation and platform billing
⚙ System Settings
Manage mileage rates, billing details and app users
🚗
Mileage & Reimbursement
HMRC-compliant mileage rates and journey rules for your organisation
HMRC AMAP
45p / 25p
ⓘ
HMRC Approved Mileage Allowance Payments (AMAP)
The standard rates are 45p/mile for the first 10,000 miles per tax year, then 25p/mile thereafter. Payments at or below these rates are tax-free. You can pay higher rates, but the excess is taxable.
Reimbursement Rates
First-Tier Rate
Pence per mile — up to threshold
p
ⓘ HMRC default: 45p
Annual Threshold
Miles before rate changes
mi
ⓘ HMRC default: 10,000 mi
Second-Tier Rate
Pence per mile — after threshold
p
ⓘ HMRC default: 25p
Journey Rules
miles
Journeys below this are excluded
Vehicle & Organisation
🔄 Live Rate Preview
50 miles
£22.50
at first-tier rate
200 miles
£90.00
at first-tier rate
10,000 miles
£4,500
full year, first-tier
12,000 miles
£5,000
crosses threshold
💷 Payroll & Mileage Summary
Overview of completed visits and mileage reimbursement by carer
💷
Payroll Summary
Completed visits and mileage reimbursement by carer
💷

Select a period and click Generate Report

📊 Reports
Generate visit, client, employee and council reports
👥
Client Report
All clients with care types, status and referral sources
🚨 Incident Management
Critical — all reported incidents
🔐 Audit Trail
Immutable record of all data changes — GDPR & care compliant
✅ Policy Sign-off Matrix

Who has/hasn't signed each policy. Updates when carers acknowledge notices.

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✅ Audit & Compliance
Inspection-ready compliance checklist
📋 CQC Reports & Exports
For compliance inspections — one-click export
🧠 Mental Capacity & DoLS Register
Decision-specific capacity assessments, DoLS/LPS authorisations, best interest records and ADRTs
🧾 Expense Claims
Review, approve and pay carer expense submissions
🔧 Equipment Requests
PPE, uniform, ID and supply requests from carers
🛡️ Staff Compliance Dashboard
RAG status — DBS, mandatory training, contracts and right-to-work across all staff
👑 Manage Admins
Create and manage admin users — set dashboard access, enable or disable accounts
👑
Global Administrator
You have full unrestricted access. Admins you create here can be given selective access to specific panels and can configure their own dashboard view. You can disable any admin account at any time.
💳 Platform Billing
Monthly charges for admin accounts and their carers · invoices · payment status
💳
Monthly Subscription Billing
Admins are charged a flat monthly fee. Each carer they create adds a per-seat monthly charge. Invoices appear here automatically when a carer is added or when you generate a monthly run.
£49.00
Per Admin / Month
£9.00
Per Carer / Month
🗺️ Route Optimiser
Reorder visits by proximity to minimise carer mileage
📊 Payroll Dashboard
Wages overview and payroll status
▶️ Run Payroll
Calculate wages for a pay period
Pay Period
🧾 Payslips
Generate and view individual payslips
🚗 Mileage & Expenses
HMRC-compliant mileage reimbursement
⚙️ Pay Rates & Settings
Hourly rates per role and HMRC mileage settings
🏛️ HMRC Basic PAYE Tools Export
Generate CSVs formatted for manual entry into HMRC's free payroll tool
📋 What is HMRC Basic PAYE Tools?
HMRC's free desktop app for employers with up to 10 employees. It calculates Tax & NI, submits RTI returns (FPS/EPS) directly to HMRC, and generates payslips. The exports below give you a structured reference sheet so you can quickly enter your payroll data into BPT each month without missing fields. Download BPT from GOV.UK →
📖 How to use these exports
1️⃣
Download BPT
Download and install HMRC Basic PAYE Tools. Register your employer PAYE scheme in the app if you haven't already.
2️⃣
Export Employee Records
Use the Employee Records CSV to set up each employee in BPT. Do this once — or re-run if staff details change.
3️⃣
Export Monthly Pay Data
Select a pay period and export the Monthly Pay CSV. Open it alongside BPT and enter each employee's figures.
4️⃣
Submit to HMRC
In BPT, click Full Payment Submission → Send. BPT transmits RTI data directly to HMRC on your behalf.
👤 Export 1 — Employee Records
Personal & employment details for all active carers. Enter once in BPT under Manage Employees → Add Employee.
Fields included
Title First Name Last Name NI Number Date of Birth (DD/MM/YYYY) Gender Address Postcode Payroll ID Start Date Tax Code NI Category Letter Pay Frequency Hourly Rate (£) ⚠ Add NI numbers in Carers settings if missing
Export 2 — Monthly Pay Data
Pay, tax & NI figures per employee for a pay period. Enter monthly in BPT under Manage Employees → Pay Employee.
Fields included
Employee Name Payroll ID NI Number Tax Code Pay Period Payment Date Basic Pay (£) Mileage Pay (£) Gross Pay (£) Income Tax (£) Employee NI (£) Employer NI (£) Net Pay (£) Hours Worked Total Miles ✓ Includes hours (Apr 2025 RTI requirement)
🗺️ Where to enter each field in Basic PAYE Tools
CSV Field Where in BPT Notes
Title / First / Last NameManage Employees → Add Employee → Personal DetailsBPT asks for Surname first, then Forename
NI NumberPersonal Details → National Insurance numberFormat: XX 00 00 00 X. Leave blank if unknown — BPT flags HMRC
Date of BirthPersonal Details → Date of birthRequired — affects NI category eligibility
GenderPersonal Details → GenderMale / Female
Address / PostcodePersonal Details → AddressMandatory for new starters and where NI number is unknown
Payroll IDEmployment Details → Works / Payroll numberMust stay consistent — included in every FPS submission
Start DateEmployment Details → Start dateRequired for new starters; triggers Starter Declaration
Tax CodeEmployment Details → Tax codeDefault 1257L. Always check employee's P45 or HMRC notice
NI Category LetterEmployment Details → NI table letterA = standard employee. M = under 21. H = apprentice under 25
Pay FrequencyEmployment Details → Pay frequencyMonthly for most carers
Gross PayPay Employee → Pay in the period → GrossBPT will auto-calc Tax & NI — cross-check against CSV values
Hours WorkedPay Employee → Hours worked this periodMandatory from April 2025 for hourly-paid staff (new RTI rule)
Income Tax / Employee NI / Employer NICalculated automatically by BPTUse CSV figures to verify BPT's calculations match
⏳ Waiting List
Pending client assessments and care package requests
🛡 Safeguarding
Referrals, disclosures and MASH workflow
No safeguarding referrals on record.
💊 Controlled Drugs Register
Schedule 2 & 3 drug balance log — legal requirement
No controlled drug entries yet.
MAR Calendar
Medication Administration Record — visual monthly view
Select a client to view their MAR chart.
💧 Fluid & Nutrition
Daily intake monitoring per client
No fluid or nutrition records yet.
❤ Blood Pressure Trends
Readings over time — alert on hypertension thresholds
Select a client to view blood pressure trends.
🔔 Notifications Log
Email and SMS sent by the system
No notifications sent yet.
📝 Credit Notes
Issue credits and refunds against invoices
No credit notes issued yet.
🏦 BACS Payment File
Generate Standard 18 BACS file for payroll bank transfer
Generate BACS File
🎁 P11D — Benefits in Kind
Employer-provided benefits reporting — due to HMRC by 6 July each year
P11D Key Dates
6 April — new tax year begins
31 May — give P11D copy to employee
6 July — submit P11D(b) to HMRC
19/22 July — pay Class 1A NIC
Class 1A NIC (2025/26)
Rate: 13.8% on total benefit value
Due: 19 July (cheque) / 22 July (BACS)
Reference: PAYE reference + "1A"
No benefit records yet. Click “+ Add Benefit” to record an employee benefit.
📡 RTI — Full Payment Submission
Submit payroll data to HMRC in real time on or before every pay day
⚠ Legal requirement: FPS must be sent on or before every pay date. Late submissions attract penalties from £100/month.
📋 Pre-submission checklist
Complete all items before generating your FPS
Generate & Submit FPS
📡 Direct HMRC Submission via Proxy click to configure
Deploy a Node.js proxy function to get a proxy URL, then enter it below. The app POSTs the FPS XML to your proxy, which authenticates with HMRC and returns the acknowledgement reference. Your Government Gateway credentials never leave your server.
⚠ Security: Store your Government Gateway credentials as environment variables on your server (HMRC_USER, HMRC_PASS), never in the app. The proxy adds them server-side before forwarding to HMRC.
Employee summary — verify before submitting
🔧 Report Builder
Build custom reports from any data in the system — filter, group, export
Data Source
Available Fields
Filters
Group & Sort
Selected Columns 0
Click fields on the left to add columns →
Saved Reports
No saved reports yet. Build a report and click “Save Report” to save it here.
⚠️ Risk Assessments
Structured risk assessments — care compliant, with review alerts
💊 Medication Administration Record (eMAR)
Digital medication log — care compliant
🩹 TDDI Register
Treatment of Disease, Disorder or Injury — CQC regulated activity
🏥 Conditions
📋 Treatment Plans
💊 Medications
🩹 Wound Care
📊 Observations
🚨 Clinical Alerts
🏥 GP / Hospital
📝 Assessments

Add Condition / Diagnosis

Add Treatment Plan

Log Wound / Dressing

Log Clinical Observation

📋 Care Plans
Person-centred care plans for all active clients
📍 GPS Check-in Log
Location verification for every visit — shows distance from client address
Carer Availability Overview

Who is available on which day — set by each carer in their profile preferences.

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Rota Builder
Weekly staff rota — plan and assign visits across the team
📈 Outcome Tracker
Client wellbeing scores per visit — track trends and flag concerns
🔔 Alerts & Escalation
Missed visits, overdue reviews and safeguarding concerns
📁 Document Store
DBS certificates, training records, consent forms and compliance documents
💬 Messages
Carer ↔ office messaging and team announcements
Conversations
Select a conversation
📌 Noticeboard
👥 Supervision & Appraisals
Scheduled supervisions, appraisals, action plans — Well-led evidence
🗂️ Care Plan & Assessment Templates
200+ editable templates — personalise and apply to any client
🎯 Care Goals
Person-centred measurable goals, progress tracking and review dates
📣 Complaints & Compliments
Full complaint lifecycle · compliments log · compliance evidence
📋 Child Register
All children receiving services — central record
No children registered yet.
🛡 Child Protection Plans
Active CP plans — Section 47 enquiries and case conferences
No child protection plans recorded.
📁 Children in Need
Section 17 assessments — CIN plans and family support
No CIN assessments recorded.
🏠 Looked After Children
Children in local authority care — placement and pathway plans
No looked after children records.
📚 EHC Plans
Education, Health and Care plans — SEND support coordination
No EHC plans recorded.
👥 Family Contacts
Parental responsibility holders, significant persons and professionals
No family contacts recorded.
Reviews & Meetings
Statutory reviews, case conferences and professionals meetings
No reviews scheduled.
🔎 Missing from Care
Missing episodes — statutory return home interviews within 72 hours (Statutory guidance: Care of unaccompanied migrant children and child trafficking)
⚠️ Statutory requirement: Return home interview must be offered within 72 hours of return. All episodes must be reported to police and recorded.
No missing episodes recorded.
🗣 Voice of the Child
Child's wishes, feelings and lived experience — Ofsted scrutinises this heavily across all ILACS domains
ℹ️ Ofsted expectation: Children's wishes and feelings must be sought, recorded and demonstrably influence plans at every stage. Evidence of direct work with the child is required.
No voice records yet.
🎓 Care Leavers
16–25 year olds — Pathway Plans, Personal Advisers, staying put arrangements (Children (Leaving Care) Act 2000)
No care leavers recorded.
🏫 Personal Education Plans
Statutory PEPs for all LAC — must be held within 20 school days of becoming looked after (Statutory guidance 2018)
⚠️ Statutory deadline: PEP within 20 school days of becoming LAC. Reviewed at each LAC review. Virtual School Head must be invited to every PEP meeting.
No PEPs recorded.
🧑‍💼 Supervision Records
Mandatory practitioner supervision — Ofsted expects evidence of regular, quality supervision that improves practice
ℹ️ Expected frequency: Newly qualified / probationary — fortnightly. Experienced practitioners — monthly minimum. Supervision must be recorded within 5 working days.
No supervision records yet.
🔍 Case Audits & Quality Assurance
Management case scrutiny, file audits and quality assurance activity — ILACS Domain 1
No audits recorded.
⏱ Statutory Timescales
Compliance monitoring across all statutory timeframes — auto-calculated from your records
Click Refresh to calculate compliance.
⭐ Ofsted Inspection Readiness
ILACS framework self-assessment — Outstanding, Good, Requires Improvement, Inadequate
Click Recalculate to generate your inspection readiness report.
🏅 Specialised Training
Clinical competencies, advanced skills and client-carer skill matching
📥 Recruitment
Applicant tracking — from application through to onboarding
🎓 Training & eLearning
Mandatory care courses · assignment · progress tracking · certificates · CQC compliance
✨
AI Training Recommendations
Get personalised training plans based on each carer's role, clients and compliance gaps
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💊 PRN Protocols
As-required medication protocols — max dose tracking, reason per administration
🩺 Vitals
Blood pressure · pulse · temperature · weight · O₂ sat — trended per client
🗺️ Body Map & Wounds
Skin integrity, wound tracking, pressure sore prevention
👨‍👩‍👧 Family / Next-of-Kin Portal
Manage family accounts and preview what family members see
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🤖 Predictive Safeguarding
AI anomaly detection — flags at-risk clients before incidents occur
⚠️ Predictive alerts are indicators only — each flag requires professional clinical judgement before any action. Always follow your organisation's safeguarding policy.
Click Run Analysis to scan all client data for anomalies.
📱 SMS / WhatsApp Layer
Reach carers via native SMS or WhatsApp — Twilio & Meta Business API
Quick Actions
Visit Reminders — sends to carers with visits in the next 2 hours  ·  Missed Visit Alert — notifies manager of visits 15+ mins overdue
⚙️
API Configuration
Configure Twilio (SMS/WhatsApp) or direct SMTP for email fallback
⏳ Checking server configuration…
🔒 Credentials are stored securely on the server
Add TWILIO_SID, TWILIO_TOKEN, TWILIO_FROM and optionally TWILIO_WA_FROM to /var/www/smartconnect/.env on your Vultr server, then restart the API.
WhatsApp Business (via Twilio)
To enable WhatsApp: join the Twilio WhatsApp sandbox or apply for a WhatsApp Business number. Then enter the WhatsApp-enabled number below.
📋 Message Templates
📊 Delivery Stats (last 30 days)
No messages sent yet.
📨 Message Log
No messages logged yet.
CQC Inspection Readiness
Live evidence mapping to all 5 Key Lines of Enquiry  ·  RAG-rated  ·  Inspection-ready export
Overall Readiness
—
Click Refresh Evidence to calculate
Outstanding Actions
Click Refresh Evidence to load actions.
🏥 Health Assessments
Statutory health assessments for LAC — initial within 28 days, then annual. Dental, vision and mental health checks.
✏️ Direct Work
Sessions log — individual work, family time, group work, observations and creative sessions with children.
⚖️ Court Documents
Care orders, ICOs, EPOs, SGOs, Placement Orders and all legal proceedings documentation.
🏠 Section 20 Accommodation
Voluntary accommodation agreements — consent tracking, review dates and risk monitoring (Children Act 1989 s.20).
👥 Team Around the Child
Multi-agency TAC meetings — attendees, agreed outcomes, actions and next meeting scheduling.
🏡 Permanence Planning
Adoption, Special Guardianship Orders, long-term fostering and return home plans for all looked after children.