When a safeguarding log is submitted, it’s important that it is handled securely and by the right people. Safeguarding Officers are the only team members notified of safeguarding logs, and they are responsible for managing them in the Care Office.
🛡️ Who is notified when a safeguarding log is submitted?
Only Safeguarding Officers are notified when a safeguarding log is created at their site. They receive both of the following, which take them directly to the incident in the Care Office:
An in-app notification
An email notification (both link directly to the Care Office)
Safeguarding logs also appear on the Care Office homepage under Alerts and Incidents, but are only visible for Safeguarding Officers.
Team members who are not Safeguarding Officers will not see these logs.
Please note, for Outstanding customer, you will only receive in-app notifications for the site you are currently logged into. However, you will receive an email notification for all sites.
Where can I find safeguarding logs?
Safeguarding logs are managed in the Care Office:
Go to Logs.
You’ll see new safeguarding logs listed with:
Which service user the log is about
A short description of the incident
Date/time it was logged
Which team member recorded the log
Select the log to take further actions:
Edit – update details or downgrade to a regular incident
Review – close the incident or create a safeguarding case
⚠️ Downgrading a Safeguarding Log makes the log visible to all team members assigned to the service user in the Carer app, or any team members that have access to the Care Office.
Please note: you cannot upgrade regular Incidents into Safeguarding Logs.
If you close an incident, you’ll be asked to add a short explanation. Once closed, the incident status is updated to Closed. You can reopen the incident by selecting Re-open incident in the top right.
How do I manage safeguarding logs?
Safeguarding Officers can escalate logs into cases by selecting Review → Create case. This enables safeguarding officers to carry out further management.
When a safeguarding log becomes a case, you can:
Add more details and evidence:
Attach additional images, documents or videos
Add incident details such as severity, people involved (residents or witnesses), restrictive activities, injury details (linked to body maps), damages, comments and learnings
Add actions:
Record what was done (e.g. CQC were contacted)
Assign who carried out the action and the status of the action
You can keep the case open while the safeguarding investigation progresses.
The status of the original incident will automatically update as the case develops.
✅ In Summary
Only Safeguarding Officers are notified of safeguarding logs (via app and email).
Safeguarding logs are visible in the Care Office → Logs for Safeguarding Officers only.
Officers can edit, review, close or escalate logs to cases.
Cases allow you to add actions, details, attachments and learnings.
Closing a safeguarding log or case updates its status accordingly.