Compliance & governance
Expiry tracking across DBS, right to work, training and professional registration. Audit preparation, governance reporting, and a document status view that's current rather than reconstructed.
Where the regulatory risk sits
Automation for UK social care
The care sector runs on paperwork nobody chose to do.
SAAutomate works with one sector and one kind of problem: the repetitive documentation, chasing and compliance admin that quietly eats a registered manager's week. We automate that work around the systems you already use — we don't ask you to replace them.
Care homes · Care agencies · Supported living · Healthcare clinics
Thursday, this week
Nobody touched itReminder sent to A. Mensah — second reference still outstandingday 7 of 14 · second of three
Right to work verified for J. Okaforshare code checked · filed to your drive
Moving & handling lapses in 21 days — S. Whittakermanager and staff member both notified
DBS recorded for R. Kaur — certificate number onlyno image stored, per the DBS code of practice
Weekly compliance pack sent to the registered manager128 staff · 14 outstanding · 3 expiring
This is what a week looks like once the chasing runs itself.
CQC Regulation 19
DBS & right to work
Mandatory training
Inspection evidence
UK-hosted
Our flagship
SAA Onboard™
Staff onboarding and compliance, handled. It collects the documents, chases the ones that don't arrive, records exactly what an inspector will ask for, and warns you before anything expires — while every file stays where it already lives.
How a new starter runs today
Manual01HR writes out the document list, usually from the last one
02The candidate replies with some of it, across several days
03Each attachment downloaded, renamed and filed by hand
04A spreadsheet updated with what's in and what's missing
05Someone remembers to check it, then writes the reminders
06Expiry dates tracked month after month — until one isn't
How it runs with SAA Onboard
Automated01Start onboarding — the right pack is chosen for that role
02The candidate gets one secure link and a plain checklist
03Uploads land in your storage, correctly named and filed
04The board updates the moment a document arrives
05Reminders send themselves on day 3, 7 and 14
06Expiry alerts fire ahead of the date, every time
01 / Collect
Role-based document packs
A carer, a nurse and a kitchen assistant don't need the same paperwork. Set each pack once, and the right checklist goes out every time.
02 / Chase
Reminders that stop themselves
Day 3, 7 and 14 — ending the moment the document lands. Nobody has to remember, and nobody gets chased for something they've already sent.
03 / Prove
Evidence, already assembled
A dated compliance pack per person or per service, with the full chase history behind it. Exported in one click, not rebuilt the night before an inspection.
What it costs you now
28new starters a year, each needing a full compliance pack
504chase messages written and sent to get those documents back
126 hrs · £2,268of admin and management time — before anyone opens a spreadsheet to check expiry dates
How this is worked out
- Nine documents per starter: DBS, right to work, ID, two references, contract, occupational health, mandatory training, and professional registration where it applies.
- Two chase messages per document on average before it comes back.
- Twelve minutes of staff time per document to request, chase, download, file and update the tracker.
- Staff time at £18/hour, fully loaded. Recurring expiry re-checks on existing staff aren't counted here.
These are modelled estimates from the numbers you set — not measured results from a client. We'll rebuild it with your real figures on the call.
The wider practice
Onboard is where most clients start.
It's rarely where they stop. Once the first workflow is running and trusted, the same approach applies to the rest of the administrative load — one process at a time, measured before and after.
Workforce operations
Onboarding, document collection, approvals, routing, supervisions and training schedules. Home of SAA Onboard, and usually the first thing a manager asks us to fix.
Where the hours go
Business operations
The back-office repetition: rota notifications, reporting packs, data moving between systems, and the handoffs that currently depend on somebody remembering.
Where the friction hides
Your data
Your documents never leave your systems.
Most onboarding tools ask you to hand over DBS certificates, passports and right-to-work evidence for them to hold. We built SAA Onboard the other way round — candidates upload into your storage, and we run the workflow around it. Less exposure for you, a shorter security review, and nothing to migrate if you ever stop working with us.
i.
We don't hold your files
Documents land in the storage you already use — SharePoint, Google Drive or your HR system. We hold the record: document type, status, issue date, expiry date, who was chased and when.
ii.
Certificate numbers, not scans
The DBS code of practice expects employers not to retain certificate images beyond the recruitment decision. SAA Onboard records the number, type, issue date and outcome — the evidence you're meant to keep, and the evidence an inspector asks for.
iii.
UK-hosted, access controlled
Data held in UK regions under a UK contracting entity, with named role-based access, full audit logging, a signed processing agreement, and a supplier assurance pack written to drop straight into your DSPT evidence.
“We'd rather send you the security pack before you ask for it than spend three weeks proving we deserve one.” How we'd like the first conversation to go
Founding customer programme
We'd rather earn the case study than invent one.
SAA Onboard is new, and we're not going to quote you someone else's percentages. We're running a small number of 90-day pilots at no cost — you get the workflow built around your service, and we get the measured before-and-after that lets us stop talking in estimates.
- 01We measure your current onboarding time before we change anything
- 02Built and running on your own workflow inside three weeks
- 03Free for ninety days, in exchange for a reference and a case study
- 04Walk away at the end owing nothing, keeping every document and record
[Edit: X of 3 places remaining — and only say it if it's true.]
After the pilot
Priced per service, not per person
Quoted once we've seen your workflow. No per-user pricing — growing your team shouldn't raise your bill.
ImplementationWorkflow build, document packs, integration, trainingfrom £2,500
OngoingRunning it, changes, support, monthly reportingfrom £400/mo
Compliance reviewYour workflow mapped and costed, yours to keepFree
Monthly rolling after the first three months. Your documents live in your own systems throughout, so leaving means switching off reminders — not migrating data.
Straight answers
Before you send it to your DPO.
The questions a registered manager and a data protection lead actually ask — answered here rather than in a follow-up email three days later.
Where is our data held, and who can see it?
Staff documents stay in your own storage. What SAA Onboard holds is the tracking record — name, role, document type, status and dates — hosted in UK regions under a UK contracting entity, [Legal entity name, Company No. XXXXXXX], registered with the ICO.
Access is restricted to named individuals under role-based permissions, and every access is logged. Part of our engineering team works from Pakistan; they work inside the UK-hosted environment with no local copies, under an International Data Transfer Agreement, a completed transfer risk assessment and Article 28 processor terms. The full assurance pack comes with the proposal, not on request.
Do you store copies of DBS certificates?
No — and we'd be wary of any system that does. The DBS code of practice expects certificate information not to be kept beyond the recruitment decision, and most providers' own policies say no image of the certificate is retained at all. We record the certificate number, type, issue date and outcome. That's what you're expected to hold, and what an inspector asks to see.
Does this help with our DSPT submission?
It contributes to it. The DSPT is a self-assessment your organisation completes — no supplier can complete it for you. But the ground it covers, including who holds personal data, access controls, retention, supplier assurance and audit trails, is exactly what SAA Onboard documents as a by-product of running. We provide a supplier assurance pack written to sit inside that evidence.
We already use BrightHR. Why would we need this?
You probably don't need another HR system, and we're not selling one. What BrightHR doesn't do is chase the candidate, collect the files, name them, file them and update your tracker — that's still a person, an inbox and a spreadsheet. SAA Onboard covers that gap and hands the finished pack to the system you already pay for.
How long does it take, and what do we have to do?
Two to three weeks from the first working session. We need one call to map your current process, your document packs by role, and access to wherever you want files to land. Your team's total involvement is around three hours.
Who is behind SAAutomate?
[Replace this with your UK partner's name, their years in the sector, and the UK entity. A registered manager cares more about this answer than any other on the page — give them a person, not a paragraph about technology.]
Book a compliance review
Forty-five minutes, your workflow on paper, and a number you can take to your finance director.
We'll walk through how documents are collected and tracked in your service today, where the time goes, and what could sensibly be automated. You keep the map whether or not we work together. No slides.