Help & guides

How ComplyCheck works

Short, practical answers — search below, or browse by what you're trying to do. Each guide has its own link, so you can send someone straight to the answer.

Doing the checks (care staff)

Logging a check with a QR code›
  1. Open your phone's camera and point it at the QR sticker in the room — a link appears; tap it.
  2. Enter your PIN when asked. This records that it was you who did the checks.
  3. The checklist for that area appears, showing everything due right now. Work through each task — tick it, or enter the reading it asks for.
  4. That's it. Every entry is timestamped automatically and appears on the manager's dashboard straight away.
Your PIN — and what to do if you forget it›
  1. Your PIN is your personal signature — never share it or lend it, because checks are recorded against your name.
  2. Forgotten it? Ask a manager: they open Staff on the dashboard, find your name and tap "Reset PIN". You'll get a new one immediately.
  3. You only need to enter it once per shift on each device — it remembers you until the session ends.
Temperature and number readings›
  1. Type the number exactly as the thermometer or gauge shows it — never round it to "what it should be".
  2. If the reading is outside the safe range, the app flags it automatically and alerts the manager. That is the system working, not you being in trouble.
  3. An honest out-of-range reading protects residents and protects you. Log it, add a note if asked, and report it to the person in charge as normal.
When a task can't be done — "Not applicable"›
  1. If a task genuinely doesn't apply (a room out of use, equipment away for repair), choose "Not applicable" instead of skipping it.
  2. You'll be asked for a short note explaining why — inspectors need to see a decision, not a gap.
  3. Never use it just to clear the list — the note is part of the permanent record.
No signal? Checks still work›
  1. If the connection drops, keep going — your entries are saved on the device and marked "queued".
  2. The moment the connection returns they upload automatically, keeping the time you actually did them.
  3. Don't re-do a queued check on another device — you'd create a duplicate.
Handover notes between shifts›
  1. When you scan into any area, the latest handover note from the previous shift shows at the top — read it first.
  2. To leave one, open the staff sign-in page for your home, enter your PIN, pick your shift (Day/Night), type the note and tap "Save handover".
  3. Recent exceptions are added to your note automatically, so the next shift always sees open problems.
Seeing your own history — "My checks"›
  1. On the staff sign-in page, after entering your PIN, scroll to "My checks".
  2. It lists everything you've logged — day by day, with times and readings. It only ever shows your own work.
  3. This is your evidence: if a question ever comes up about what was done on your shift, it's answered here.
Putting ComplyCheck on your home screen›
  1. Open comply.protec-solutions.co.uk in your phone's browser (Chrome on Android, Safari on iPhone).
  2. Android: tap the ⋮ menu → "Add to Home screen" (or "Install app") → Add. iPhone: tap the Share button → "Add to Home Screen" → Add.
  3. The ProTec shield appears on your home screen and opens ComplyCheck full-screen, like a normal app — no browser bar.
  4. Tip for shared tablets: install it once and leave the icon on the first screen so every shift can find it.

Running the home (managers)

Reading the dashboard›
  1. The black card is today at a glance: checks done against checks due. A red strip means an exception needs attention — tap it to jump there.
  2. "Due by area" lists what's still outstanding room by room; the numbers are done/total for each checklist.
  3. "This week" shows the last 7 days per checklist: ✓ done, amber dot partial, ✕ missed, circle due today.
Exceptions — flags that need a decision›
  1. An exception is raised automatically for: an out-of-range reading, a failed check, or a check nobody did before its window closed ("missed").
  2. "Acknowledge" means a responsible person has seen it — do this promptly; the shift can't be signed off while today's exceptions are unacknowledged.
  3. Critical severity (temperatures, fire, water) means act now, not at the end of shift.
  4. Everything — the flag, who acknowledged it and when — goes into the evidence pack automatically.
Signing off a shift›
  1. The "Shift sign-off" card on the dashboard has one row per shift. Tap "Sign off" once you're satisfied the shift's checks are in order.
  2. It stays locked while today has unacknowledged exceptions — deal with those first; the lock releases as you acknowledge them.
  3. One sign-off per shift per day, recorded with your name and time.
Editing checklists and safe ranges›
  1. Menu → "Checklists" lists every checklist. Open one to add, rename or remove tasks.
  2. For reading tasks, set the safe range (min/max) — a reading outside it raises an exception automatically.
  3. Changes apply from now on; history is never rewritten, so past records stay exactly as they were logged.
Managing staff and roles›
  1. Menu → "Staff". Add someone with just a name and a PIN — no email needed for care staff.
  2. Roles: "staff" log checks with a PIN; "manager" get this dashboard; "auditor" is read-only — ideal for an external consultant before an inspection.
  3. "Deactivate" blocks sign-in but keeps every record they made (never delete history). "Reset PIN" issues a new PIN instantly.
Printing and replacing QR stickers›
  1. Menu → "QR codes" opens the printable pack — one code per area. Print, laminate if you can, and stick at eye level.
  2. Reprinting is always safe: codes are based on the area name, so a replacement sticker is identical to the original.
  3. A damaged sticker doesn't lose any data — the records live in the system, not the sticker.
Evidence packs and CSV for inspections›
  1. Menu → "Export pack", pick the date range, then "Print / save as PDF" for the full evidence pack: every check, reading, exception and resolution.
  2. "CSV — checks" and "CSV — exceptions" download the raw data for spreadsheets or the data-minded inspector.
  3. Records are insert-only and timestamped server-side — the pack states this, which is exactly what an inspector wants to hear.
Signing in, and the link to give staff›
  1. Managers sign in with their Microsoft 365 work account from the home page — same button whether it's your first time or your hundredth.
  2. Staff don't need Microsoft: give them the staff sign-in link for your home (the /h/… address) or just point them at any QR sticker — PIN does the rest.
  3. Add the site to a phone's home screen (browser menu → "Add to Home Screen") and it behaves like an app.