For Ukrainian and temporary protection (BOTP) accommodation
Often the same operator, and often the same building, as an IPAS centre — the register a contract or an inspection asks for, without a second system.
One register for a mixed site
A site housing both beneficiaries of temporary protection and IPAS residents does not need two registers. Buildings and rooms hold both, the daily check-in and the In & out door log work the same way for everyone on site, and a room shows who is actually in it, whichever scheme they arrived under.
Families and rooms
Households group parents and children, a room reads as a family, and children are on the daily register, marked not required rather than left off it.
Contracted beds and vacancies
Physical beds and contracted beds held separately, room status open or under maintenance with a note, and a vacancies report for what the centre can actually offer.
Weekly register update
Every Sunday morning the staff you choose get an email with counts of absences, weekend updates, removals and room changes, and a link into the app, with the full update also attached as a Word document naming residents and rooms — on by default, though you can turn that off.
Records for the Department
Check-ins, movements and drills — never rewritten in place, a correction and its reason kept on the trail — plus the register for any date and occupancy, export as spreadsheets, for the contracting Department or your own contract review.
Moving on and moving in
Residents move on. Marking someone departed archives them without losing their history, so a past resident's record is still there for the retention period if it is asked for. Bringing a new list in uses the same import throughout the app: a spreadsheet with a verdict shown for every line before anything is written, and a resident reference of the app's own for anyone the spreadsheet needs to refer to.
Common questions
Can one site hold both IPAS and BOTP residents?
Yes. One register, one set of buildings and rooms — rooms and buildings tell the two groups apart if the centre wants to see that distinction, but the app itself holds no immigration-status field.
Do residents need an app or a phone?
No. Staff record every check-in, movement and roll call from their own device. Residents are not asked to install anything or carry anything.
Does it record PPS numbers or bank details?
No — neither is collected anywhere in the app. A resident's identity document is recorded as a TRC or an IRP, as printed, and only if the centre chooses to record it — the field is optional.
How long does it take to set up?
Import the spreadsheet you already keep — a verdict is shown for every line before anything is written — and turn off any part the centre does not use. Nothing else is required to start.
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.