The Caretaker Portal is a centralised digital workspace for the on-site scheme manager. It combines daily operational tools to streamline and enhance administration, recordkeeping, and accountability.
Built-in Operational Tools
Accessible via simple buttons, each form is linked to a powerful automated workflow:
- Requests: Log general maintenance, service or assistance tickets for follow-up.
- Expense Reports: Submit expenses with document uploads for trustee review and approval.
- Income Reports: Record incoming cash or deposit payments with automated tracking.
- Inventory Logger: Maintain updated records of items used or restocked.
- Staff Performance Reviews: Evaluate staff with a review form and a trustee feedback system.
- Property Inspections: Conduct and submit property checks, flag issues, and track follow-up actions.
- Bulk Water Readings: Log monthly readings with image proof, which will be directly sent to the scheme manager.
- Projects Completed: Report completed tasks and maintenance projects for transparency.
- Proposals: Submit improvement ideas with costing, timelines, and supporting documents.
Each form submission is logged in a Google Sheet automated with approval workflows, confirmations, and record merging, reducing administrative work for both the caretaker and trustees.
Key Features:
- Automated notifications & approvals
- Integrated recordkeeping
- Secure document submission & review
- Mobile-friendly portal interface
This tool gives caretakers the confidence and structure to execute their role precisely and transparently — all from one simple web portal.