Follow these steps to login as Master Admin:

• Open the login page.
• Enter your username.
• Enter your password.
• Select Admin from the role dropdown.
• Click Sign In to access your dashboard.

🏠 Care Home Admin Dashboard Overview

This dashboard provides a quick snapshot of the care home's operational and financial status, along with shortcuts to daily tasks.

1. Key Performance Indicators (KPIs) & Financial Snapshot

📊 Quick-View KPI Cards

• 👥 Total Residents – Shows the current number of residents (e.g., 0).
• 💰 Monthly Receipts – Displays total income received this month (e.g., £0.00).
• 💸 Monthly Payments – Shows all expenses paid this month (e.g., £0.00).
• 📉 Net Money – Calculates Receipts – Payments to show the monthly net balance (e.g., £0.00).

2. Financial Analysis

• 📈 Monthly Income vs Expenses Chart – A bar graph comparing Income (green) and Expenses (red) to quickly show profit or deficit.
• ⚠️ Residents with Low Monthly Payments – A green ✔️ with the message “All residents have adequate payment records” indicates everything is in order.

3. Quick Action Buttons

These buttons allow the administrator to perform common tasks instantly:

• ➕👤 Add New Resident – Opens the form to create a resident profile.
• ➕💵 Record Income – Opens the module to log new income.
• ➖💵 Record Expense – Opens the module to record a payment/expense.
• 📄 Generate Reports – Generates operational and financial reports for this care home.

👵 Adding a New Resident

Stage 1: Initiate the Process & Enter Personal Details

📂 Navigate to Resident Management
Click the Residents tab in the Care Home Admin sidebar.

➕👤 Start Adding a Resident
Click the Add Resident button to open the Add New Resident form.

📝 Enter Personal Information

• Title (optional): Select from dropdown (e.g., None)
• Last Name
• First Name
• Date of Birth (mm/dd/yyyy)
• NHS Number
• Gender (Male/Female/Other)

Stage 2: Enter Next of Kin, Contact & Medical Details

👨‍👩‍👦 Next of Kin (NOK) Details

• NOK Name
• NOK Email Address
• NOK Phone Number
• NOK Relationship (e.g., Son, Daughter, Spouse)

📞 Contact & Residence Details

• Phone Number
• Address

🩺 Medical Information

• Medical Conditions
• Current Medications

🏠 Admission Details

• Admission Date (mm/dd/yyyy)
• Room Number

Stage 3: Finalize the Entry

💾 Save Resident Profile
Click the blue Add Resident button to save and add the resident.

🔄 Reset if Needed
Click Reset Form to clear all data and start again.

👵 Resident Management Actions (Web Care)

The Resident Management System lists all residents along with financial summaries and an Actions column containing five icons.

1. 🔵 View Resident Details (First Icon)

• Click View: Click the blue icon in the Actions column.
• Review Details: Pop-up shows Personal, Contact, and Residence information.
• Close: Click ❌ to return.

2. 🟧 Edit Resident Details (Second Icon)

• Click Edit: Click the orange icon.
• Modify Fields: Edit pop-up opens with prefilled details.
• Save Changes: Click Save to update.

3. 🟣 View Transaction History (Third Icon)

• Click Transactions: Click the purple icon.
• View History: Pop-up lists financial activities.
• Filters: Filter by month, navigate using arrows.
• Columns: Date, Type, Description, Method, Amount, Balance, Reference, Created By.
• No Records: Message appears if no transactions exist.
• Close: Click Close to return.

4. 🟡 Deactivate Resident (Fourth Icon)

• Click Deactivate: Click the yellow icon.
• Confirm: System asks for confirmation.
• Finalize: Click Deactivate or Cancel.

5. 🔴 Delete Resident (Fifth Icon)

• Click Delete: Click the red trash icon.
• Confirm Warning: Shows irreversible deletion message.
• Finalize: Click Delete or Cancel.

💰 Add Money

1. 👤 Enter Payer/Resident Name — Select the person/entity giving money.
2. 🏦 Select Account — Where the money will be deposited.
3. 📂 Select Category/Head — For accurate reporting.
4. 📅 Enter Date — Defaults to today’s date (e.g., 22/11/2025).
5. 💵 Enter Amount — Total received.
6. 🔢 Enter Reference — Unique number/code for tracking.
7. ✏️ Enter Description — Brief explanation of payment.
8. ✅ Confirm Details — Review for accuracy.
9. 💾 Add Money — Click blue button to save.
10. 🔄 Reset Form (Optional) — Clear all fields.

Best Practice Tip: Always select correct Category/Head for accurate reports.

---

💸 Add an Expense

1. 📝 Fill Expense Details — Type, Amount, Resident (optional), Payment Type, Reference, Date, Description, Upload Proof.
2. ✅ Confirm and Save — Click Add Expense (Blue Button). Reset form if needed.
3. 📊 Check Updates — Daily Transactions updates automatically.

---

⬇️ Paid Back / Drop

1. 📝 Enter Drop Details — Drop Amount, Resident (optional), Reason, Payment Type, Reference, Date, Description, Upload Proof.
2. ✅ Confirm and Save — Click Process Drop (Blue Button). Reset form if needed.
3. 📊 Check Updates — Total Drops summary updates automatically.

---

🔄 Transfer Funds

1. 📝 Fill Transfer Details — Amount, Resident (optional), Transfer Method, Reference, Date, Description.
2. ✅ Confirm and Save — Click Process Transfer (Blue Button). Reset form if needed.
3. 📊 Check Updates — Overall Bank & Cash Balances update automatically.

---

📅 Daily Transactions

1. 📊 Check Key Summary Cards — Total Income, Expenses, Drops, Net Balance, Overall Bank/Cash Balance.
2. 🗂️ View Transaction List — Table shows all transactions for the date range.
3. ⚙️ Use Filters — By Date Range, Type, Resident.
4. 🟦 Use Action Buttons — Add Money, Add Expense, Paid Back, Transfer, Daily Transaction.

---

📊 Generate Report

1. 📈 Review Financial Summary — Total Income, Expenses, Drops, Net Balance, Income Transactions, Recent Transactions.
2. 🗂️ Check Transaction Details Table — Date, Type, Description, Resident, Amount, Payment Method.
3. 📅 Analyze Monthly Trends — Last 6 months’ Income, Expenses, Drops, Net Balance.
4. 💳 Review Payment Methods — Cash, Bank, Credit Card totals and counts.
5. 📝 Next Steps — Log new transactions (Add Money / Add Expense) and regenerate report.

🧭 Reports & Analytics Overview

• Total Care Homes 🏠: 6 homes in the system
• Total Residents 👤: 39 residents across all homes
• Total Balance 💰: £11,489.27 (all homes combined)

1️⃣ Time Period Reports 📅

Purpose: Analyze financial performance over a specific timeframe.

1. Select Report Type 📊 – Yearly, Monthly, Quarterly, etc. (currently Yearly Report selected).
2. Apply Filters ⚙️ – Choose Year (e.g., 2025) and optionally a Resident.
3. Generate Report 🖨️ – Click Generate PDF Report to produce the report.

Example: Yearly Report 2025 – Anchorage Care Home

• Resident List 👤 – Names and room numbers.
• Monthly Financial Breakdown 📈 – Monthly totals for Income, Expenses, Drops, and Net Balance.
• Transaction Details 🗂️ – Lists all transactions for the year (may show “No transactions found” if none logged).

2️⃣ Category Reports 🗂️

Purpose: Focus on operational and combined data across homes, not just financial periods.

1. Select Report Type 📊 – Care Home Report, Resident Details Report, Staff Report, etc. (currently Care Home Report selected).
2. Generate Report 🖨️ – Click Generate PDF Report.

✅ Summary of Report Generation

1. Navigate to Reports & Analytics (or click Generate Report from a module).
2. Choose either Time Period Reports 📅 or Category Reports 🗂️.
3. Select the Report Type and apply necessary Filters (Year, Resident, Care Home).
4. Click Generate PDF Report 🖨️ to view or download the report.

💵 Petty Cash Management – Care Home

The Petty Cash module records and reconciles small daily cash transactions for the care home.

1. Petty Cash Dashboard Overview

• 📂 Navigate to Petty Cash: Click the Petty Cash tab in the sidebar of the Care Home Admin dashboard.
• 💰 View Available Balance: The current cash float is displayed in the blue bar (e.g., £0.00 Available Petty Cash).
• 📝 Review Transactions: The Recent Transactions table shows Type, Amount, Description, Staff, Transaction Date, Updated Date, Receipt.
• 🔎 Filter: Use Filter by Month to view transactions for a specific period.

2. Recording Income (Adding Money)

• ➕ Initiate: Click + Add Money above the Recent Transactions table.
• 📝 Enter Details: The Add Money pop-up appears:
  • Amount to Add: Enter the cash amount being added
  • Transaction Date: Defaults to today; change via calendar icon if needed
  • Description (Optional): e.g., “Cash replenishment from Bank withdrawal”
  • Upload Receipt (Optional): Click Choose File (Max 5MB)
• 💾 Submit: Click + Add Money to record the inflow and update the Available Balance.

3. Recording Expense (Expensing Money)

• ➕ Initiate: Click + Add Expense above the Recent Transactions table.
• 📝 Enter Details: The Add Expense pop-up appears:
  • Available Balance: Displayed for reference
  • Amount to Use: Enter the cash spent
  • Transaction Date: Defaults to today; can be changed
  • Description: e.g., “Emergency batteries for clock”
  • Upload Receipt (Optional): Click Choose File (Max 5MB)
• 💸 Submit: Click — Expense Money to record the outflow and update the Available Balance.

💷 Petty Cash Management

Manage petty cash balances for all care homes:

Step 1: 🏠 View Petty Cash Table

• Home Name 📋: Lists all care homes (e.g., WEB Care, Orchid Woodlands).
• Remaining Amount 💰: Shows current petty cash balance for each home.
• Last Updated ⏰: Date/time when balance was last changed.
• Actions:
  • + Add Money ➕ (Green Button) – Top up or add funds.
  • View 🔵 (Blue Button) – See past petty cash transactions for the home.

Step 2: ➕ Add Money to Petty Cash (Single Home)

1. Click the + Add Money button for a specific home (e.g., WEB Care).
2. Fill in the form:
   • Home Name 🏠: Already selected.
   • Amount to Add 💵: Enter cash being added (e.g., 200.00).
   • Transaction Date 📅: Date of top-up (e.g., 22/11/2025).
   • Description ✏️ (Optional): Brief note (e.g., "Weekly Petty Cash Float Top-up").
   • Receipt 📎 (Optional): Upload supporting document if available.
3. Click Add Money (Blue Button) to complete the top-up.

Step 3: ➕ Add Money Across Homes

1. Click the main + Add Money to Home button at the top of the page.
2. Select Home 🏠 – Choose the care home from the dropdown list.
3. Proceed to the same Add Money form as above.

Step 4: ⚠️ Important Notes

Adding money to petty cash is usually recorded as a Transfer or a specific Expense in the main Accounts Management system.
This reflects money moving from the main Bank Account to the Cash Account.