Staff compliance and the training matrix

Staff compliance keeps your team’s DBS checks, professional revalidation, training, appraisals and 1-2-1s in one place, and shows what has expired or is due soon.

Before you start

• Only owners can add, edit and delete staff compliance records, and record appraisals and 1-2-1s.
• Practitioners and receptionists see only their own records, read-only. See the section on what they see, below.
• The people you track must be members of your clinic. See Invite a team member.

Add a record

1. Select Checks in the sidebar, then Staff.
2. Select Add record.
3. Choose the Staff member and the Type: DBS check, Revalidation, Training, Appraisal or 1-2-1.
4. Add a Detail (optional), for example “Basic Life Support”. For training, this is the module name.
5. Add a Reference number (optional), such as a DBS certificate number or registration PIN.
6. Enter the Completed / issued date.
7. Enter an Expiry (optional) date, or leave it empty and use Recurs every (months). This is prefilled for each type: 36 months for DBS and revalidation, 12 for training and appraisals, 3 for 1-2-1s.
8. Add any Notes and select Save.

How status is worked out

Clinicify uses the expiry date if you entered one. If not, it adds the recurrence to the completed date.

The top of the page counts expired and due-soon records, or shows All up to date. The most urgent records are listed first.

To edit or delete a record, select the pencil icon next to it. Delete removes the record permanently.

Record an appraisal or 1-2-1

Once a staff member has at least one record, their section shows New appraisal and New 1-2-1 buttons.

1. Select New appraisal or New 1-2-1.
2. Set the Date and fill in the form. The appraisal covers objectives, competencies, training and registration, wellbeing, a development plan and an overall rating. The 1-2-1 covers progress, discussion points, concerns, wellbeing, workload and actions.
3. Enter Signed (name / initials) and select Save & record.

Saving also renews that person’s Appraisal (12 months) or 1-2-1 (3 months) record, so its due date moves on. Completed forms are listed under the staff member. Select View to read one.

The training matrix

Below the records, the Training matrix shows owners every staff member against every training module, with a coloured dot for Valid, Due soon, Expired or Not recorded. Hover over a dot to see the expiry date.

Modules come from the Detail you entered on Training records. Use exactly the same wording each time (for example always “Basic Life Support”), or the same training appears as two columns. The matrix only appears once you have at least one Training record.

What practitioners and receptionists see

When a practitioner or receptionist opens Checks > Staff, the page is called Your compliance records and shows only their own records, with a note that a clinic owner keeps them up to date.

• There’s no Add record button, no pencil icon and no New appraisal or New 1-2-1 buttons.
• They can read their own completed appraisal and 1-2-1 forms, but not anyone else’s.
• The training matrix shows only their own row.
• On the dashboard calendar, they see only their own staff record expiry dates.

If nothing has been added for them yet, they see a message saying their records appear once a clinic owner adds them.

Good to know

• Clinicify doesn’t send reminders about expiring staff records. Check this page regularly, or add a monthly custom check to review it.
• Completed appraisal and 1-2-1 forms can’t be edited or deleted once saved.
• Owners see every team member’s records, including reference numbers such as DBS certificate numbers. Other roles never see a colleague’s records.
• The completed form’s contents are stored encrypted.