What would a CQC inspector find
if they arrived at your door today?
DBS checks, mandatory training, safeguarding, and NMC or HCPC registrations — tracked for every staff member. Renewals are flagged before they lapse. You're inspection-ready before you know an inspection is coming. From signup to your first compliant care worker in a single sitting — roles and document requirements for your sector come pre-loaded.
No credit card required · Cancel anytime · Export your data any time
A spreadsheet can't prove you were paying attention. "32 days fully compliant" is timestamped evidence of supply-chain oversight — show it to clients at pre-qualification.
There's a difference between being compliant
and being able to demonstrate compliance
Care providers who consistently pass CQC inspections tend to have one thing in common: their staff records are current, organised, and demonstrably maintained — not assembled under time pressure when the inspector calls.
Training has different renewal schedules for every staff member
Moving and handling, safeguarding, fire safety, infection control — each with a different renewal interval for each staff member. Tracking it all manually across a team of any size means something eventually slips.
Chasing certificates takes time your team doesn't have
Reminding staff to submit their updated certificates, waiting for responses, saving them somewhere you can find them again. The admin burden of keeping records current falls on managers who have other things to manage.
Finding the right record quickly when CQC ask for it
When CQC arrive unannounced, you need every staff member's training records immediately — not in a folder on someone's computer or an email thread from six months ago.
Meeting fit and proper person requirements with a documented approach
CQC's fit and proper person requirements and the Duty of Candour both require demonstrable records. A timestamped, auditable system is a stronger position than a folder of certificates if compliance is ever questioned.
Up and running quickly
No training course. No onboarding call. No IT department required.
Add your staff members
Enter their name and email. WorkerRecord sends them a personalised upload link — no account or password needed on their end.
They upload their documents
Staff members upload documents via a simple portal — from any phone or computer, no account required. A language-friendly portal, available in 14 languages across the site, with the most common languages chosen for each sector.
You review and approve
Documents appear in your dashboard. Approve, reject with a written reason, or message the staff member directly. Full audit trail, always.
Alerts handle the rest
Automatic reminders at 60, 30, and 7 days before anything expires — to you and to the staff member. By email, SMS, or WhatsApp.
What it looks like in practice
Real screens from WorkerRecord — anonymised data, real layout.
What your staff members see
What you review
Your compliance overview
Everything a care home manager needs
Built specifically for UK care compliance — not a generic document tool with compliance bolted on as an afterthought.
Secure upload portal
Each staff member gets a unique link. No passwords, no accounts, no friction. They just upload. Works on a phone on site.
Automatic expiry alerts
60, 30, and 7-day warnings sent to you and the staff member. By email, SMS, or WhatsApp — however they prefer.
DBS certificates handled correctly
The DBS Code of Practice asks that certificate information isn't kept longer than necessary. WorkerRecord destroys the certificate six months after approval and keeps the record of the check — the date, the type, the reference — so you can still evidence it to an inspector. DBS certificates are also never sent to any AI service.
Approve and reject workflow
Review every document, approve or reject with a written reason. Rejected documents go back to the staff member automatically.
At-a-glance dashboard
Green, amber, red — you can see the compliance status of every staff member on a single screen. No digging around.
Compliance streak
WorkerRecord shows how many consecutive days your entire supply chain has been fully compliant. CDM 2015 requires principal contractors to maintain active oversight of their supply chain. A compliance streak is timestamped proof that you did. Share the number with clients at pre-qualification — no spreadsheet can produce it.
Worker types & roles
Comes with built-in roles for your sector — bricklayer, electrician, site manager. Each role is pre-configured with its standard document requirements so there is nothing to set up. Add your own custom types on top. Workers only see what is relevant to their role when they upload.
Compliance packs & inspection matrix
Download a full document pack for any worker in one click. For inspections, download a compliance matrix — workers as rows, document types as columns, colour-coded by status. Ready for HSE, CQC, DVSA, SIA, and Environment Agency visits.
UK-specific from the ground up
Pre-loaded with DBS Certificates, NMC/HCPC registration, safeguarding, moving & handling, medication administration, and infection control training. No configuration needed.
Your business documents, too
Store and track your CQC registration certificate, Registered Manager certificate, Statement of Purpose, and company policies alongside your workers' documents — sector-specific types are pre-loaded for you. Each type shows exactly why it is required (the Act or regulation that mandates it). Mark anything that does not apply as N/A so inspectors can see you have actively assessed it.
The records you maintain, too
Induction, supervision and appraisal, and Schedule 3 recruitment records are kept by you, not the worker. Track them alongside DBS checks and training so a CQC inspection finds a complete staff file.
All the certificates
that matter on UK sites
WorkerRecord tracks expiry dates and sends reminders before certificates lapse. You can also add custom document types for project-specific requirements.
See exactly what you get
Download a sample before you sign up
These are real outputs from WorkerRecord — generated from anonymised data so you can see exactly what your inspectors will see.
Simple, honest pricing
30-day free trial on all plans — no credit card required. At the end of the trial, choose a plan or your account pauses — your data stays available to export.
Up to 15 workers
✓ 30-day free trial — no card required
- Up to 15 workers
- All UK compliance document types
- Worker types & role-based document requirements
- Worker types & role-based document requirements
- Automatic expiry alerts
- Approve / reject workflow
- Secure private document storage
- Compliance PDF report
- 500 free SMS/WhatsApp credits/month
- Email support
Unlimited staff members
✓ 30-day free trial — no card required
- Unlimited workers
- All UK compliance document types
- Automatic expiry alerts
- Approve / reject workflow
- Secure private document storage
- Compliance PDF report
- Per-worker compliance packs (PDF)
- Sites & projects
- 500 free SMS/WhatsApp credits/month
- Team access (Admin + Reviewer roles)
- CSV bulk import
- Priority support
One CQC 'requires improvement' finding or regulatory action costs considerably more than a year of WorkerRecord.
Is it worth it?
A single compliance failure — an expired certificate on site, a licence lapse during an inspection — typically costs far more than a year's subscription. The cost comparison for care runs through the numbers if you want to see them.
How much work is it?
WorkerRecord is designed around the worker doing most of the work — they upload their own documents via a link, no account required. Your job is to add your workers, approve what comes in, and set which documents each role requires. No IT involvement, no existing system to migrate from.
So — what would a CQC inspector find?
Every staff member on one screen, green or amber. Every certificate dated, approved, and downloadable as a single pack. Every gap already chased. That's the difference between being compliant and being able to prove it — in the ten minutes before they sit down.
How your data is protected
- Stored in the EU Documents and AI processing stay in Stockholm. Nothing leaves the EU.
- Encrypted before storage Encrypted with a key our cloud provider does not hold.
- AI reads, people decide Suggestions only — your reviewer approves every document.
- DBS destroyed at 6 months Per the DBS Code of Practice. The record of the check is kept.
- Your data, exportable Export everything at any time, on any plan.
- UK GDPR — DPA included Processor agreement and sub-processor list published.
Building a CQC training matrix →
What inspectors look for, and how to put one together.
Know why, not just who
Every staff chasing tool tells you who has not sent their documents. You already know that. What you cannot see is why — and the four reasons need four completely different responses.
Sending another reminder fixes exactly one of those three. The other two need a corrected address and a phone call — and until you can tell them apart, you are guessing which.
Before you start
We already track this in a spreadsheet. Why change?
A spreadsheet tells you what you typed in. It doesn't chase the certificate, warn you 60 days before it expires, or produce a dated pack when CQC ask. You can import what you already have and keep the spreadsheet until you're satisfied.
What happens to our data if we leave?
You can export everything — records and original documents — at any time, on any plan, without asking us. If you cancel, your data stays available for 30 days before deletion.
Is it secure enough for DBS certificates?
Documents are encrypted before they're stored, so they're unreadable without the key. Access is restricted per company with an audit trail of every view. DBS certificates are never sent to any AI service, and are automatically destroyed after six months in line with the DBS Code of Practice — the record of the check is kept.
Do our staff need accounts?
No. Each person gets a private link and uploads from their phone. No password, no app, and the portal is available in 15 languages.
How long until we're actually using it?
Your sector's document requirements are pre-loaded, so most teams add their first staff members in one sitting. There's a 30-day trial and no card required, so you can find out before paying.
See what inspection-ready staff records look like.
Join care providers across the UK who've replaced email chains and shared folders with a system that keeps them covered.
Start your 30-day free trialNo credit card required · Cancel anytime · Set up in one sitting
Free Care Compliance Checklist
Every document your company must hold, every role requirement — with the regulation that mandates each one. Enter your email and we'll send the PDF instantly.