For IPAS and direct provision accommodation centres
The daily register, the weekly register update and the gate sign-in and sign-out register an International Protection Accommodation Services (IPAS) centre keeps anyway — kept by the app, ready for an inspection, and written in the vocabulary a centre manager already uses.
Built around what an IPAS centre actually does
CheckSteady is a resident register for International Protection Accommodation Services (IPAS) centres in Ireland. It keeps the daily sign-in, the gate sign-in and sign-out log, the fire roll call and the Sunday weekly register update in one web app, hosted in the EU.
CheckSteady was built with an accommodation centre manager, and the vocabulary is theirs. Residents check in once a day; the day closes itself at local midnight; missed nights are counted against the figure your contract or your house rules use, not against one we invented.
Identity documents, minimally
TRC or IRP, recorded as printed. Never shown in a list, never in an export that does not need it, and every time the number is fetched it is logged.
Families kept together
Households group parents and children. A family stays together on the roll call with children marked, and a room reads as a family rather than four unrelated names.
House rules, counted not judged
Consecutive nights and days absent in a window, each beside the figure in your settings. Breach notices issued are recorded so nobody sends two.
Rooms and contracted beds
Buildings, floors and rooms, with physical beds and contracted beds held separately, plus the bed set-up and a vacancies report for what you can actually offer.
Permitted absence periods
The dates IPAS notifies — Christmas, Ramadan, Easter, the summer holiday — are recorded once; a holiday authorised outside them still goes through, with a warning on the screen, never a refusal.
The weekly register update
Every Sunday morning the staff you tick receive counts of resident absences, weekend updates, removals and room changes, with a link into the app, and the full update attached as a Word document naming residents and rooms — on by default, though a centre can turn that off. The full report is also in the app and downloads as a spreadsheet or a Word document.
What can an IPAS centre show an inspector?
Nothing in CheckSteady's register is edited in place. A wrong check-in or movement can be taken off by a staff member with a reason — the whole entry, who removed it and why, stays on the audit trail — and a missed one added at the time it happened, marked as entered by hand. Drills and notices are never changed once made. That is the property that makes a register worth showing. Alongside it: the register for any date, the movement log for any range, occupancy over time, drill and evacuation records with who was marked safe and when, and a full file for any individual resident. One printable document gathers the weekly register, vacancies, breaches and the evacuation list for a date range.
Children away overnight, and the nightly email
Children are on the daily register but are not required to check in — the app requires a check-in only from adults — so the app derives an overnight absence from the In & out register instead. One nightly email to the staff you tick names, in its body, each household with children on site and no guardian (family, room, children with ages, adults signed out and when the first of them left), each child away overnight with no authorised absence, each check-in recorded while the person was signed out at the gate, and each resident at the house rules figures — with a link into the app alongside each. One switch, on where the centre already received the emails it replaces, and off otherwise. All of it is a record of what the centre has, not a judgement that anything is wrong.
Getting started without a project
Import the spreadsheet you already keep — names, dates of birth, rooms, ID numbers, evacuation needs — and see a verdict for every line before anything is written. Keep only the parts you use: rooms, families, visitors and evacuation needs are each a switch, and a centre that turns one off never sees it.
Common questions
Does it record TRC and IRP numbers?
Yes. A resident's identity document is recorded as either a TRC or an IRP with the number as printed on the card. The number is never shown in a list — only on the resident's own record, opened deliberately, and every opening is logged.
Can we show an inspector what happened on a given day?
Yes. The register for any date, the movement log for any range, occupancy, drills and marked-safe lists all print or export as spreadsheets — and nothing in them is rewritten in place, so what you show is what is on the record, any correction and its reason included.
Does it decide that a resident has breached house rules?
No. It counts consecutive missed nights and days absent in your window, and shows each count beside the figure in your settings. The judgement and the letter stay with the manager, and any notice issued is recorded against the resident so a second one is not sent for the same run.
What happens at midnight?
The day closes itself at local midnight, in the site's own timezone. Any adult resident who was required to check in and was not seen becomes a recorded miss, and just after midnight the app also records who was off site at the gate, for the Absent overnight report. Nothing depends on a staff member remembering to close the day.
Is the daily sign-in a rolling 24-hour deadline?
No. The rule is at least one check-in per calendar day, midnight to midnight. A resident seen at 09:00 on Monday and 10:00 on Tuesday attended on both days and is not marked late, as a rolling 24-hour clock would mark them.
Can residents be away with permission without it counting against them?
Yes. An authorised absence is recorded with a return date. While it runs the register shows the resident as away rather than missing, and the absence is excluded from the missed-night counts.
Where is the data held?
In the European Union — Frankfurt — encrypted in transit and at rest. Each centre's records live in their own separate database schema, so one centre's staff cannot reach another's data even by accident.
What is the weekly register update?
A Sunday-morning email to the staff you choose with counts of resident absences, weekend updates, removals and room updates over the past week, and a link to the full report. The email itself carries counts and a link; the update also arrives attached as a Word document — the same five sections, one sentence per resident, ready to review and forward — on by default, and a centre can turn that off. The report also downloads from the app as a spreadsheet or a Word document.
Is this built for direct provision centres specifically?
It was built with the feedback of an accommodation centre manager, and the vocabulary — permitted absences, house rules, TRC and IRP, contracted beds — is that of IPAS-contracted accommodation. The same register works for any residential centre that keeps a daily record of who was seen.
Try it on your own site
Start a free trial and have a look around, with sample residents already in it. Remove them from Admin when you are ready for your own list. No card, and nothing to install.