Loup can connect to another system, such as your rota or scheduling system, so carers and the people you support are entered once and kept in step. Nothing is shared until you set up a connection, you choose exactly what it may see and do, and you can disconnect it at any time.
Before you start
Make sure you have a data processing agreement with the company that runs the other system, covering the information you'll share. Mention the connection in your privacy notice.
Connecting a system
- Go to Integrations (under System) and click + Connect a system. Only managers who cover every location can do this.
- Give it a name and tick what it may do. A rota system usually needs to see carers, see people supported, and see whether each carer can be rostered.
- If you have several locations, choose which ones it covers.
- If the other system's team gave you a notification address, add it. Loup will tell their system straight away when a carer or person supported is added, changed or leaves, or when a carer can no longer be rostered.
- Click Create connection and copy the API key (and signing secret). They're shown only once. Give them privately to the other system's developer or support team, and point them to the developer guide.
What it shares
- Carers: name, role, contact details, start date, location, and, if you allow it, whether they can be rostered and why not. For example: DBS expired, right-to-work re-check overdue, on leave, or mandatory training out of date.
- People supported: name, address, phone, date of birth, start date, location and linked carers, plus the care needs summary only if you tick it.
- Never shared: medical notes, next of kin and GP details, DBS certificate details, references, documents, audits or training records.
What it can send back
- If you allow it, the other system can add carers and people supported and update their basic details. Everything else, including checks, training, documents and leavers, stays with you in Loup. Every change it makes shows in the change log.
- If you allow it, it can report missed or late visits. Each one becomes an open incident in Loup for you to review.
Keeping an eye on it
- Activity shows every exchange, both ways, for the last year.
- Send test notification checks their system is receiving updates.
- Disconnect stops the key working immediately. The activity record is kept.
Still stuck? Contact support or speak to your customer manager.