Team & Settings
BoolCare has a role-based access control system that lets you give each team member exactly the right level of access — no more, no less.
Roles
There are five roles in BoolCare:
| Role | What they can do |
|---|---|
| Owner | Full control — manage team, settings, billing, all data |
| Admin | Manage team and settings, create/edit forms, all data access |
| Manager | Create/edit forms, view team (read-only), all data access |
| Senior Carer | Enter and view all care data — cannot manage team or settings |
| Staff | Enter and view care data for their assigned homes |
One owner per organisation. Ownership can be transferred in Settings if needed.
Inviting team members
Only Owners and Admins can invite new members.
- Go to Team in the sidebar.
- Click Invite member.
- Enter the team member's email address.
- Select their role.
- Optionally restrict them to specific homes (see below).
- Click Send invite.
Invite member modal showing an email input, role dropdown with Owner / Admin / Manager / Senior Carer / Staff options, and a home restriction multi-select
Screenshot coming soonThe team member receives an invitation email. When they click the link, they are guided through account creation and automatically added to your organisation.
Home restrictions
By default, a team member can access data for all homes in your organisation. If you want to limit a staff member to one or more specific homes (e.g. a carer who only works at one location), toggle Restrict to specific homes during the invite and select the relevant homes.
Home restriction section of the invite modal showing a list of homes with toggles to include or exclude each
Screenshot coming soonYou can update home restrictions at any time from the Team page by clicking a member's name and editing their access.
Managing existing members
From the Team page you can see all current members with their role and the date they joined.
Team page showing a table of team members with columns for name, email, role, home access, and member since date
Screenshot coming soonClick any member to:
- Change their role
- Update their home restrictions
- Remove them from the organisation
Organisation settings
Go to Settings → Organisation to update your organisation name and the terminology used for care homes (the default is "Care Home" but you can change it to "Unit", "Wing", etc.).
Organisation settings panel showing an organisation name input and a home terminology input with a Save button
Screenshot coming soonHome management
Under Settings → Homes you can:
- View active homes — see resident counts per home
- Create a new home — add a new location to your organisation
- Archive a home — soft-delete a home that is closing (data is retained)
Homes settings section showing a list of active homes with resident counts and an Add home button
Screenshot coming soonOnly Owners and Admins can create or archive homes.
User preferences
Each user can personalise their own account under Settings → Preferences:
- Display name — how your name appears in notes and submissions
- Date format — DD/MM/YYYY or MM/DD/YYYY (default: DD/MM/YYYY for UK users)
- Time format — 12-hour or 24-hour clock
- Theme — Light or Dark mode
User preferences page showing display name input, date format selector, time format selector, and theme toggle
Screenshot coming soon