Care Staff Compliance & Credential Software
Digital staff files with automated DBS, Right-to-Work and training expiry tracking — so every credential is provable at the moment an inspector asks.
No credit card required · Full compliance features included · Cancel any time
In Short
Compliance management software for care agencies stores every vetting and training document against the individual staff record, calculates its expiry date automatically, verifies it against the DBS Update Service and Home Office share code system, alerts you 30 and 7 days before it lapses, and hard-blocks the worker from being scheduled once it does. Because the check, the evidence and the audit trail all live in one system, a CQC (England), Care Inspectorate, CIW or RQIA inspector can be given a complete staff file in one click rather than a week of binder-hunting.
What AsanWork Does For You
Every module is built around UK care sector requirements and reads from the same staff, client and shift records.
Digital Staff File (One Record Per Person)
DBS certificates, right-to-work evidence, references, training and immunisation records all hang off a single staff record. No binder, no email thread, no laptop. Pull a complete file for any worker in one click.
Automatic Expiry Tracking & Renewal Alerts
Set the renewal rule once per document type. AsanWork calculates the expiry date, then alerts the responsible coordinator at 30 days and again at 7 days, with an escalation if nobody has actioned it.
Hard Block on Non-Compliant Staff
When a mandatory credential lapses, the worker is removed from the pool of assignable staff. They cannot be allocated to a shift, broadcast an open shift, or accepted onto a placement until the document is replaced.
DBS Update Service Status Monitoring
Check and record the current status of any enhanced DBS held on the Update Service, and subscribe to status changes. A new caution, conviction or ban is surfaced as an alert, not discovered at the next inspection.
Right-to-Work Share Code Validation
Validate the share code against the Home Office online service, store the result and the date checked, and track the expiry of the underlying permission — including weekly hour limits on restricted certificates.
Mandatory Training Matrix & Renewals
Assign the correct training set per role and client, track completion against the Skills for Care framework, and show exactly who is due a refresher before the year rolls over.
Professional Registration Checks (NMC / HCPC)
Record the registration number for registered nurses and allied health professionals, track the revalidation cycle, and block anyone whose registration has lapsed or been suspended.
One-Click Audit & Inspection Reports
Generate a full compliance report covering the entire workforce — status, expiry dates, outstanding actions and evidence — in the format an inspector, commissioner or NHS framework auditor will accept.
What It Tracks, and How Often It Renews
Every credential below is monitored continuously, with alerts at 30 and 7 days before expiry and an automatic block on assignment once it lapses. Renewal frequencies follow the Skills for Care framework and the current UK regulatory position.
| Item | Who It Applies To | Renewal / Check Cycle | Alerts |
|---|---|---|---|
| Enhanced DBS (adult & children) | All staff in regulated activity | On issue, monitored continuously via Update Service | Status change + 30 / 7 days |
| Basic / Standard DBS | Roles outside regulated activity | 3 years | 60 / 30 / 7 days |
| Right-to-Work share code | Non-British, non-Irish passport holders | Before permission expiry, or every 6 months for eVisa | 60 / 30 / 7 days |
| Passport & identity document | Every worker (core identity check) | On expiry of the document itself | 60 / 30 / 7 days |
| NMC pin (registered nurses) | RN, RMN, RGN placements | 3-yearly revalidation | 90 / 30 days |
| HCPC registration | Allied health professionals | 2-yearly renewal cycle | 90 / 30 days |
| Care Certificate (or equivalent) | New care workers within 12 weeks of start | Once completed, then competency refresh | On completion deadline |
| Safeguarding Adults & Children | All care and nursing staff | Every 2–3 years | 60 / 30 / 7 days |
| Moving & Handling | All staff handling people or equipment | Annually | 60 / 30 / 7 days |
| Basic Life Support / First Aid | All care staff | Annually | 60 / 30 / 7 days |
| Infection Prevention & Control | All care and nursing staff | Annually | 60 / 30 / 7 days |
| Medication Administration (eMAR) | All staff administering medication | Annually | 60 / 30 / 7 days |
| Mental Capacity Act & DoLS | Staff supporting people with capacity issues | Annually | 60 / 30 / 7 days |
| Fire Safety awareness | All staff | Annually | 60 / 30 / 7 days |
| Food Hygiene | Staff handling food | Every 3 years | 60 / 30 / 7 days |
| Immunisation (Hep B, TB, Flu) | All staff, per occupational health policy | Boosters and titre checks as advised | 30 / 7 days |
| References & employment history | Every new hire | 2 references + full employment history, gaps explained | Before contract start |
| Client-specific competency sign-off | Per client (PEG feeding, catheter care, dementia) | Annually or per client contract | Before first allocation |
How Compliance Management Works in AsanWork
Compliance is not a quarterly scramble. It runs continuously in six steps, and every one of them leaves evidence behind.
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1
Create the staff file
Add the worker once. Their role determines the exact compliance checklist they must clear before they can be scheduled.
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2
Upload and classify documents
DBS certificates, passport, share code, training certificates and immunisation records are uploaded from the mobile app or desktop. Each is classified so the expiry rule applies automatically.
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3
Verify, do not just store
Check the DBS Update Service status, validate the Right-to-Work share code online, and confirm the NMC or HCPC registration. The verification result and date are stored — not just a photocopy.
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4
Alerts go out automatically
30 days and 7 days before expiry, the responsible coordinator and the worker are notified, with a tracked action to renew or replace the document.
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5
Lapsed credentials block assignment
When a mandatory document expires, the worker stops being assignable. They drop out of shift allocation and placement pipelines until compliance is restored.
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6
Export the evidence
For an inspection, a client audit, or a commissioner review, generate a full compliance report for the whole workforce or a single worker in minutes.
Built For Every UK Care Regulator
One set of staff files and compliance rules, mapped to the inspectorate that regulates each region.
CQC
Care Quality Commission (England)
Covers safe care and treatment, staffing, and the five key questions: safe, effective, caring, responsive, well-led.
Care Inspectorate
Care Inspectorate (Scotland)
Same core requirements under the Health and Social Care (Scotland) Act — staffing, registration, and fitness of staff.
CIW
Care Inspectorate Wales
Welsh regulatory framework, including the Well-being of Future Generations (Wales) Act 2015 expectations.
RQIA
Regulation & Quality Improvement Authority (Northern Ireland)
Northern Irish inspection standards covering registration, staffing and governance.
Who Uses Care Staff Compliance & Credential Software?
The compliance requirements differ by sector. These are the settings AsanWork is configured for.
Care Agencies
Temporary and permanent care staffing with hundreds of workers rotating through clients.
Nursing Agencies
RGN, RMN and A&E placements where NMC registration is a legal precondition of the shift.
Domiciliary Care
Council-contracted homecare where commissioners audit your compliance before renewal.
Supported Living
Complex care and supported accommodation with high-risk tenants and strict staffing ratios.
Home Care
Private homecare providers managing small, highly trusted teams.
Healthcare Recruitment
Permanent placement agencies that cannot offer a candidate without a complete file.
The Business Case
Never fail a compliance inspection or risk fines due to expired staff credentials.
- ✓ Never discover a lapsed document the week of a CQC visit
- ✓ Stop unregistered or unvetted staff reaching a client at the source
- ✓ Cut the hours your coordinator spends chasing certificates and spreadsheets
- ✓ Give commissioners and NHS framework audits evidence in minutes, not days
- ✓ Protect your insurance position and your public CQC rating
$20 USD/month covers up to 100 active staff. No lock-in, cancel any time.
Explore Pricing & Plans →Frequently Asked Questions
The questions care agency owners and compliance managers ask us most often.
Free Compliance Resources
CQC Mock Inspection Template & Compliance Toolkit
The editable 25-point staff file audit checklist.
Annual Compliance Audit Checklist
A 15-point audit every registered manager should run.
New Carer Onboarding & Vetting Checklist
A 14-step vetting workflow, compliant from day one.
UK Care Agency Staff Handbook (2026)
A CQC-compliant handbook covering conduct and expectations.
Related Reading
UK Care Agency Compliance Guide 2026
Every compliance standard UK care agencies must meet for CQC inspection.
CQC Mock Inspection Template & Audit-Ready Checklist
Run a realistic CQC mock inspection using a free 25-point staff file template.
How Compliance Automation Increases CQC Inspection Success
How automated staff-file compliance, DBS monitoring and expiry alerts turn inspection prep from a panic into a routine.
Right to Work Checks for Healthcare Staff in the UK
What the Home Office share code check actually requires, and the documents employers must keep.
Works Better Together
All AsanWork modules read from the same staff, client and shift records — no re-keying between them.
What It Costs
Every module is included on every plan. Pricing scales only with your active staff count.
Base Plan
Full access for growing care agencies & healthcare providers
£16.2 GBP/mo billed yearly, or £18 GBP/mo monthly
Includes up to 100 Active Staff Members
- Up to 100 Active Staff Members included
- Smart Shift Scheduling & Mobile Broadcast
- Full Compliance Vault (DBS, RTW & Training alerts)
- GPS Digital Timesheets & Clock-in
- Instant PDF Invoicing (20% VAT support)
- Automated Care Payroll & Pay Band Differentials
- Xero, Sage & QuickBooks Sync
- 14-Day Unlimited Free Trial
Scale & Add-Ons
Pay ongoing as your workforce grows beyond 100 staff
£3.6 GBP/mo billed yearly, or £4 GBP/mo monthly
+£4 per 50 ongoing staff above 100
- Add +50 staff blocks for just £4/mo
- Automatic capacity scaling
- No lock-in contracts or penalty fees
- Multi-branch management & custom roles
- Dedicated account manager
- Custom ERP API & Webhook access
- Priority phone & chat support
See It Running On Your Own Data
Import your current staff list, upload outstanding documents, and watch expiry tracking go live. Fourteen days free, no card required.