One system for compliance, quality and inspection
Loup replaces the spreadsheets, paper folders and reminders with one clear system your whole office team can use — designed for home care, supported living, residential care and children's services.
Every check, every person, always in date
A complete staff record with the compliance checks your regulator expects — and a clear warning before anything runs out.
- DBS, DBS self-declarations and right-to-work re-checks
- DBS results recorded properly — if something is on a certificate, the decision, risk assessment, conditions and documents are kept together (visible to managers only)
- References, ID, contracts and probation
- Each staff member's documents kept on their record — contract, ID and right to work, references, interview notes and qualifications
- Appraisals, personal reviews and lone-worker risk assessments
- Your own renewal periods — set once, applied everywhere
- Archived leavers kept for your retention period, then deleted automatically if you choose
- Staff meeting minutes with attendance — who came, who sent apologies, and who has read the minutes since
A training matrix you can actually read
See the whole team's training at a glance, filter by course or person, and know who needs booking on next.
- Mandatory, additional, one-off and client-specific training
- Expiry dates worked out for you
- Training linked to the people each carer supports
- Upload certificates against each course — kept with the training record
- Download the matrix for inspectors and commissioners
Supervisions, spot checks and audits on schedule
Plan and record the oversight that proves your service is safe and well led.
- Supervisions, spot checks, HR file and appraisal tracking
- Care log and MAR chart recording audits for carers
- Care plan, risk assessment and outcome reviews for the people you support
- Each person's care plan, risk assessments, consent forms and health letters uploaded to their own record — kept privately, latest version first
- Client file audits with actions and follow-up
- A service improvement plan: every action from audits, incidents, complaints, feedback, meetings and inspections, with owners, due dates and evidence of completion
Incidents, safeguarding and communication logs
Capture what happened, what you did about it and what you learned — the evidence inspectors look for under Safe and Well-led.
- Incident and safeguarding records with investigation and outcomes
- Actions with owners and due dates
- Communication logs for calls, concerns, complaints and compliments
- AI review of any incident: possible causes, safeguarding and notification prompts, patterns and suggested actions
- A full change log of who changed what, and when
Complaints and regulator notifications
Show that every complaint is taken seriously and every notifiable event is reported on time — two things inspectors always check.
- A complaints log with acknowledgement and response deadlines worked out from your own policy
- Investigation, outcome, response, lessons learned and letters kept together
- AI drafts your acknowledgement and response letters for you to check and send
- A record of every notification to CQC, Ofsted, CIW, the Care Inspectorate or RQIA — with the right categories for your regulator
- Start a notification straight from an incident, and get a reminder if it hasn't been sent
- On-time figures ready for inspection
Feedback from the people you support — and your staff
Build your own forms or start from ready-made templates, then share them by link, on paper or over the phone.
- Ready-made forms mapped to your regulator's key areas
- Young-people-friendly wording for children's services
- Anonymous staff surveys
- Save your own forms as templates to use again
- Results, trends and an AI-suggested action plan
Calendar, tasks and documents
Keep the whole office team on the same page.
- Shared calendar for reviews, supervisions and meetings
- Tasks with owners, due dates and reminders
- Secure document storage against staff and client records
- Ask your system: questions in your own words, answered from your records — “Which carers are overdue a supervision?” — for managers, and any office staff a manager chooses to give AI access to
- A weekly email to managers of everything overdue and due in the coming week
- Renewals, reviews and deadlines in your own Outlook, Google or Apple calendar — each person sees only what they're allowed to
- Connects to your rota system: carers and people supported entered once, and your rota is told straight away if a carer can no longer be rostered (DBS, right to work, training) — see integrations
- Daily encrypted backups
Secure, read-only access for inspectors
Inspection is going digital. Give an inspector, commissioner or social worker temporary access to exactly the evidence they need — without handing over a login, printing folders or emailing files around.
- Choose who, why, which areas and for how long — from a few hours to a few weeks
- Give access to everyone, or only to chosen people — for example a social worker who sees just one person's records, or a commissioner reviewing certain carers
- Run several homes or branches in one system: each location has its own registered manager, regulator, reports and inspector access, and owners see every location side by side
- They can read, but never change anything
- A private link plus a separate 6-digit code — they sign in on your own branded page
- Cancel at any time, and access ends automatically
- A permanent record of every visit: when, how long, and every page, record and document opened
- Download or print the access record as evidence
- One-click inspection evidence pack: your compliance, training, audits, incidents, complaints, notifications and feedback in one printable report
- Monthly management report with an AI-written summary of what went well, what needs attention and next steps
A system that's yours — built around how you work
Most care software makes you fit around it. Loup works the other way round. Before your system is created, we ask how your service runs — and your customer manager sets it up to match.
- Your own private system, with its own web address and database
- Your name, logo and colours — on every screen and your own sign-in page
- Your regulator, your checks, your renewal periods and your training list
- Your audits, incident types, feedback forms and wording
- Only the sections you use — switch the rest off
- Your access rules for every member of the office team
And as your service changes, your system changes with you — everything can be adjusted at any time.
Set up around the way you work
Your settings
Choose your regulator, renewal periods, supervision frequency, training list, incident types and more — and change them any time.
Your branding
Your logo, your colours and your agency name on every screen and on the login page.
Your access rules
Managers and directors see everything. Choose exactly which pages each member of the office team can use.
See Loup working for your service
Sign up today, or talk to us first — we're happy to show you around.
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