What WholeVisit is
This page is for anyone opening WholeVisit for the first time. It covers what the platform is for, who uses it, and what each of the six roles can see and do.
What it is
Section titled “What it is”WholeVisit runs a home care agency’s day as one record. The rota says who is going where. The support worker records the visit at the door: arriving, the checklist, medication, a handover note, leaving. Reports and the audit trail read the same record back. Nothing is typed twice.
Because home care is regulated on its records, the record is the product. Every change and every read is logged, nothing that is care data is deleted outright, and the times on a delivered visit are the server’s, not typed in afterwards. Compliance covers what that means in practice.
Who uses it
Section titled “Who uses it”- Coordinators build and publish the rota, answer alerts, decide leave, and keep client records up to date.
- Support workers read their own week and record each visit at the door.
- Registered managers read the reports, the audit trail and the medication chart, and answer for what they show.
The six roles
Section titled “The six roles”Every organisation has six roles. You get one role per organisation, and it can be different in each.
The person who created the organisation. An owner can do everything an admin can do, plus two things nobody else can:
- Rename the organisation.
- Destroy a client record once its retention period has passed.
There is exactly one owner, and the owner cannot be removed from the organisation or given a different role. That is deliberate: it means no organisation can be left without an owner, and a second owner cannot be created by accident.
Admins run the day. An admin sees and can use:
- Dashboard, with who is late right now, what is waiting on a decision, this week’s counts and the rota suggestions.
- Rota, in week, day and month views, plus templates and the tools that copy, reset and auto-fill a week.
- Clients, every client in the organisation, their care plans, care schedules, medication, absences and care teams.
- Team, the roster: adding people, changing roles, contracted hours and leave allowance.
- Alerts and Incidents.
- Leave, including approving and declining requests.
- Reports: timesheets, team performance, medication exceptions, quality and retention.
- Settings: holidays and the audit trail. Organisation settings open too, but the name and operating fields are the owner’s.
Registered manager, Office and Inspector
Section titled “Registered manager, Office and Inspector”A Registered manager does everything an admin does; the difference is that the record says who they are. Office reads every record, the hours and the leave, and changes nothing. Inspector reads every record and the audit trail, and changes nothing. Neither of the two read-only roles can be put on a visit. Team and roles has the full table.
Owners, admins and registered managers together are what the rest of this site calls coordinators.
Support worker
Section titled “Support worker”The person at the door. A support worker sees:
- Dashboard, showing today’s visits, next first.
- My week, their own published visits.
- Clients, but only the clients they visit. Searching finds nobody else.
- Incidents they reported.
- Alerts, their own: a published week, a changed visit, a leave decision, an on-call stretch.
- Leave, their own requests and balance.
- Timesheets, their own hours.
- My profile, where they can change their name, address and phone, and request leave.
A support worker cannot open the rota, the team roster, the other reports or settings. Contracted hours and annual leave are the employer’s to set, so they are read-only on your own profile.
Where to go next
Section titled “Where to go next”Getting around
Section titled “Getting around”On a desktop the menu runs down the left: Dashboard, then People, Scheduling, Reports and Settings as groups that fold on their heading, each showing only the screens your role has. At its top are the WholeVisit mark and which organisation you are in — the organisation is the door to switching. “Collapse the menu” at its foot (or ⌘B) shrinks it to icons, and the platform remembers your choice on that device for a week. The bar across the top holds Search (⌘K), the light-and-dark toggle and your account.
On a smaller window the menu button in the top bar opens the same list as a sheet. On a phone the thumb bar along the bottom carries the screens you use most, with “Menu” for the rest.