Forms

BoolCare has a flexible forms system that covers everything from daily notes to clinical assessments. It ships with built-in forms and gives you the tools to build custom forms tailored to your organisation.

The forms library

Click Forms in the sidebar to open the forms library. It shows all forms available to your organisation — both built-in and any custom forms you have created.

You can filter forms by status:

Daily Notes

Daily notes are the simplest form in BoolCare — a free-text field for recording daily observations, events, and updates for a resident.

How to add a daily note

1. Go to Forms → Daily Notes, or open a resident's profile.
2. Click New daily note.
3. Select the resident and date (defaults to today).
4. Write your observation.
5. Click Save.

Daily notes appear in the resident's activity timeline and can be queried by the AI assistant.

MUST Assessment

The Malnutrition Universal Screening Tool (MUST) is a built-in, structured assessment for nutritional risk.

How to run a MUST assessment

1. Go to Forms → MUST Assessment.
2. Select the resident.
3. Work through the four steps:

Step 1 — BMI Enter the resident's height and weight. Choose the measurement method: measured, self-reported, or estimated via ulna length. BoolCare calculates the BMI and assigns a score.

Step 2 — Weight loss Enter the resident's previous weight (if known) and the time period. BoolCare calculates the percentage weight loss and assigns a score.

Step 3 — Acute disease effect Toggle this on if the resident is acutely ill and has not eaten (or is unlikely to eat) for more than 5 days.

Step 4 — Risk level BoolCare totals the scores and displays the overall risk level:

1. Add management notes (e.g. dietary referral actions taken).
2. Save the assessment.

MUST scores are tracked over time and can be visualised as a trend in Reports.

Body Map

The Body Map is a visual tool for documenting wounds, skin integrity concerns, bruises, or other physical observations.

How to record a body map

1. Go to Forms → Body Map.
2. Select the resident.
3. Choose the front or back body view.
4. Click on the diagram to place a marker at the location of concern.
5. Add a description for each marker (e.g. 2×2 cm wound, clean edges, no signs of infection).
6. Add as many markers as needed.
7. When finished, click Capture snapshot to save a PNG image of the annotated diagram.
8. Click Submit.

Body maps appear in the resident's timeline and can be reviewed in Reports.

Food & Fluid Diary

The Food & Fluid Diary records what a resident is given, eats, and drinks at each meal — using a tappable photo menu so staff can show the resident their options before recording anything.

It has two parts: an editable Menu (what's on offer) and the Diary itself (what was actually given/eaten/drunk).

Setting up the Menu

Managers and above (or anyone granted the Edit food & fluid menu permission) can build the menu.

1. Go to Forms → Food & Fluid Diary → Manage menu.
2. If your organisation runs a two-week rotating menu, choose Week 1 or Week 2 — otherwise this toggle is hidden.
3. Choose a day and a meal (Breakfast, Lunch, Dinner, or Snack).
4. Add food options (e.g. Option 1, Option 2, Dessert) and fluid options for that meal slot, uploading a photo and a name for each.
5. Use the Catalog tab to manage the full library of food and fluid items across all days — archive items you no longer serve without losing historical records that reference them.
6. Set how your organisation records consumption: Given only (just confirms something was provided), Fraction (None / ¼ / ½ / ¾ / All), or Percentage (0–100%).

Note: Food and fluid items carry optional dietary and allergen tags, but these are informational only — BoolCare does not automatically cross-check them against a resident's recorded allergies. Always verify dietary needs before serving.

Recording a diary entry

1. Go to Forms → Food & Fluid Diary.
2. Select the resident and date, then choose a meal.
3. BoolCare shows that day's scheduled food and fluid photos from the menu — tap the items given.
4. Record how much was consumed, using whichever control matches your organisation's setting (a given/not-given toggle, a fraction selector, or a percentage slider).
5. If the resident had something off the day's schedule, use Browse full menu to pick another catalog item, or Other to add a free-text item.
6. Add any notes and click Save.

Food & Fluid Diary entries can be reviewed as trends in Reports and queried by the AI assistant.

Custom forms

Admins and managers can build bespoke forms for their organisation using the Form builder.

Creating a custom form

1. Go to Forms → New form.
2. Give the form a name and set its theme colour and icon.
3. Add pages and fields using the drag-and-drop builder.

Supported field types

• Short text
• Long text (multi-line)
• Number
• Date
• Single select (dropdown or radio)
• Multi select (checkboxes)
• Yes / No toggle
• File upload
• Resident picker (links the submission to a specific resident)

Publishing a form

Once you are happy with the form, click Publish. This creates an immutable version snapshot. Staff can now see and submit the form from the library.

Note: Once published, changing the form creates a new version. Previous submissions are always linked to the version they were submitted against.

Submitting a custom form

Staff open the form from the forms library, fill it in, and click Submit. If a resident picker field is included, the submission is linked to that resident's timeline.

Checklists & Scheduling

Some forms need to be completed on a recurring basis — Daily Notes three times a day, a wound check every Tuesday and Sunday, a mouse trap check twice a week. BoolCare's scheduling wizard turns any form into a recurring requirement and tracks compliance automatically, with no need for staff to remember what's due.

Setting up a schedule

Owners, Admins, and anyone granted the Manage form checklists & schedules permission can create schedules.

1. Go to Settings → Checklists & Scheduling.
2. Click New schedule.
3. Pick the care home (if your organisation has more than one).
4. Choose a form. Forms are split into two tabs:
   • Resident Forms — any form with a resident field (Daily Notes, MUST, Body Maps, and any custom form with a resident picker). The schedule tracks completion per resident.
   • General Forms — facility-level forms with no resident field (e.g. a cleaning checklist or equipment check). The schedule tracks completion for the home as a whole.
5. Set the frequency — pick the days of the week it's required, and how many times per day.
6. For resident checklists, select which residents the schedule applies to.
7. Review and click Create schedule.

You can pause a schedule (toggle it inactive) or delete it at any time from the Checklists & Scheduling list.

Where compliance shows up

BoolCare computes a green / amber / red status for each scheduled item, every day:

• Resident checklists appear on the Needs tab of each resident's profile — see Residents.
• Both resident and general schedules are rolled up on the main Dashboard, with a tile for facility checklists due today and a tile for resident forms overdue or due today. Click either tile to see the full list and jump straight to the outstanding item.

Clicking an outstanding item takes you straight to the form with the resident already selected, so there's no need to search for them again.

Missed item visibility

By default, a missed (red) item stays visible on the live checklist and dashboard for 48 hours before it drops off. This is configurable under Settings → Checklists & Scheduling → Missed item visibility. Once an item drops off the live view it is no longer shown as outstanding, but the record of what was and wasn't completed is retained — it stays fully queryable in Reports and via the AI assistant, so compliance history is never lost.

Forms that don't need scheduling

Not every form needs a schedule. Forms like an Incident Report are completed only as and when needed — simply don't create a schedule for them, and they won't appear on any checklist.

Next steps

• View form reports
• Query form submissions in the AI assistant