Team and roles

This page is for owners, admins and registered managers. It covers the Team page: adding somebody by email, how invitations work, changing a role, contracted weekly hours, and removing somebody.

Find it in the navigation under Team. Support workers, the Office role and Inspectors do not see it.

The Team page

The page is headed Team, with the line “The people in this organisation and what they can do.” underneath. A search box above the table finds people by name or email address, and matches invitations as well as people who have already joined.

The table has two columns you use: Person and Role, with the row’s actions on the right.

Each person shows their photo, their name (a link to their record) and their email address underneath. Somebody who has been added but has not signed in yet shows one of three lines instead:

Added, not invited yet. They are on the roster, but no email has gone out and signing in earns them nothing.
Invited, joins at first sign-in. Open until (a date). The email has gone, and the invitation is good until that date. The date comes from Days an invitation stays open in the organisation’s timings settings, fourteen by default.
Invitation expired (a date). Invite them again. The date passed before they signed in. The row stays, but signing in with that email earns nothing until somebody presses Re-invite, which sends a fresh email and opens the door again.

A Re-send on an open invitation answers “they never got it”, once an hour: pressed sooner, the platform says “That invitation was sent less than an hour ago. Try again later.”

Leaving an organisation yourself

Anyone but the owner can leave on their own, without waiting for the roster. Open your own record (My profile in the account menu, or the Team page), scroll to the very end, and select “Leave (organisation)…”. The dialog says what happens: your future visits are released for cover, your on-call stretches ahead are removed, any leave request still waiting is withdrawn, and the coordinators are emailed. Your record stays, and you can be invited back. Select “Leave organisation” to confirm.

Adding somebody

Press Add member. The dialog asks for:

Email address. This is the address they will sign in with. It has to match.
Role. One of the five below other than Owner, which is never offered. Support Worker is the default. A line under the select says what the role you have picked will be able to do.
Invite user, a switch, on by default. Leave it on and they are emailed straight away. Turn it off to stage somebody on the roster without telling them yet, which is useful when you are setting up ahead of a start date.

Press Add member.

If that email address already has a WholeVisit account, they join immediately and see the organisation the next time they sign in. If it does not, an invitation is created.

The platform refuses a duplicate: “That person is already in this organisation” or “That person already has an invitation waiting.”

How invitations work

An invitation is not a link with an expiry. There is no token to lose.

Their place is held for them, and it redeems when they sign in with that email address. That happens on any sign-in, not only the first, so an invitation that arrives while somebody is on leave still works when they get back.

Their record is created the moment you add them, before they have ever signed in. That means you can set their name, add their photo and record their address and contracted hours in advance, and everything you put there stays theirs when they join.

The email says who invited them, which organisation, and what role, with a Sign in to join button. If somebody says they never got it, press Re-send on their row. Sending it twice is safe.

Revoke removes an invitation. They will not be able to join with it, and you can invite them again later.

The roles

Six roles, and the short version is that three of them run the service, two of them only read it, and one of them delivers the care.

Role	Reads	Writes	Notes
Owner	Everything, the audit trail included	Everything, plus the organisation’s own settings	Exactly one, set when the organisation was created
Admin	Everything, the audit trail included	The rota, the records, the roster	The coordinator’s role
Registered Manager	Everything, the audit trail included	The rota, the records, the roster	The same as Admin, and the name on your CQC registration
Office	Every record, the hours, the leave	Nothing	For payroll and billing. No audit trail
Inspector	Every record and the audit trail	Nothing	Hand this to an inspector or a commissioner
Support Worker	Their own week, and the clients they visit	Their own doorstep records	The carer’s role

A few things worth knowing about the two read-only roles:

They really do write nothing. Not a visit, not a note, not an incident report. Every control that would change something is either hidden from them or refuses.
They cannot be put on a visit. If you try to assign them, the platform says so: “That person reads the records and does not work with clients, so they cannot be put on a visit.” Auto-fill never offers them a visit and the team performance report never lists them.
Their reading is recorded like anyone’s. An inspector opening a client record leaves the same line in the audit trail that a coordinator does. Giving somebody a read-only login is not a way of looking at records quietly.
Office and Inspector differ in one thing today: the audit trail and the retention report, which the Inspector reads and the Office does not. The Office role is where invoicing and payroll will live when they arrive.

Set somebody to Registered Manager if they are the person named on your CQC registration. It does everything Admin does; the difference is that the record says who they are.

Changing a role

Use the Role select on the row. It changes as soon as you pick, and takes effect the next time that person loads a page.

Owner is not in the list. There is exactly one owner, set when the organisation was created, and it cannot be changed here. That is what stops an organisation being left without an owner, and stops a second owner appearing by accident.

Changing a role on somebody who has not joined yet works the same way, and keeps their record intact.

Moving somebody into Office or Inspector does not take away work they have already done: their delivered visits, notes and doses stay on the record and read correctly. It does stop them being given anything new.

A member’s page

Opening somebody from the Team page gives their record in five tabs — “Overview” (details and hours), “Working pattern”, “On call”, “Leave” and “Compliance” — the same shape as a client record. The tab is in the address, so a link from an alert lands on the right one.

Contracted hours and leave allowance

These two fields are on the person’s own record page, not on the Team list. Open somebody from the Team page and look at the Details card:

Contracted hours per week, between 1 and 84. This is what the rota counts a week’s visits against, so an “over their hours” flag means over this number.
Annual leave (days), between 0 and 365. This is what the leave page counts days used against.

Both are the employer’s to set. Owners, admins and registered managers can change them; the person themselves sees the values but cannot edit them, even on their own record. Everything else on that card (name, address, phone) they can edit themselves.

Changing somebody’s contracted hours raises a rota suggestion offering the open places they could now take.

Working days. Each person’s record carries the days they work, as switches, under Working days. A new person has no pattern, which means any day. A visit on a day outside the pattern is not refused: the grid flags it (“Pat does not usually work on this day”) and auto-fill prefers somebody who does work that day, so a part-timer covering a Friday is a decision you make on purpose, not one the rota makes for you.

Compliance

The “Compliance” tab holds what each person must hold and keep in date: training certificates, their DBS, right to work, supervisions and appraisals, each with the date it was issued or held, the date it runs out or is next due, a reference and notes. Owners, admins and registered managers add, edit and remove items; the person reads their own. Each item reads “In date”, “Expiring soon” (within thirty days), “Expired” or “No end date”. A supervision or appraisal recorded without a next date is due again after the organisation’s supervision cycle — Settings → Organisation → Timings, three months unless changed. A renewal is an edit: move the date on.

Every morning, each item expiring within thirty days or already expired goes on the coordinators’ alerts shelf as “A worker’s compliance item expiring”, once per item and date, opening the person’s Compliance tab. The Compliance report lists every member with what has expired and what is expiring, and says “Nothing recorded” where nothing is.

Removing somebody

Press Remove on their row and confirm. The dialog says: “They lose access to this organisation. Their person record and history stay.”

That is exactly what happens:

They lose access. They cannot sign in to this organisation, check in, tick a checklist or record a dose.
Their future rota work is released. The visits they held ring for cover, and the platform raises a rota suggestion offering replacements for the places they held.
Any preferences naming them on a care schedule are cleared.
Any leave request of theirs that was still waiting is withdrawn.
Their contracted hours and annual leave are cleared, because employment terms end with the employment. If they come back later, you set them fresh rather than inheriting last year’s.
Their record and everything they did stays. Every visit they delivered, every dose they recorded and every line in the audit trail is untouched, and their name still reads correctly on all of it.

The owner cannot be removed. The row has no Remove button, and the platform refuses if you try another way.

You can also remove somebody from their own record page, with the same confirmation.