1. Welcome to My Virtual Carer

My Virtual Carer is designed to help care agencies manage operations more efficiently, improve oversight, and strengthen coordination across clients, care workers and internal processes.

The Agency Dashboard acts as your operational control centre. It brings together workforce management, client oversight, compliance, incidents, communication and analytics in one structured environment.

This guide explains each feature available from the Agency Dashboard and how agencies can use them effectively.

2. Agency Dashboard Overview

When you log in, the Agency Dashboard provides access to the key areas required to manage agency operations.

From the dashboard and side panel, you can access:

• Clients Dashboard

• Manage Care Workers

• Shift & Rota Management

• Incident Log

• Compliance Hub

• Analytics Dashboard

• Messages

• Announcements

• Find Freelance Carers

• Settings

• Support

• Suggest a Feature

This layout is designed to support both day-to-day coordination and higher-level operational oversight.

3. Navigation Panel

The left-hand side panel provides your main navigation.

Depending on screen size, it may appear:

• Expanded, showing both icons and labels

• Collapsed, showing icons only

The side panel includes:

• Home

• Announcements

• Find Freelance Carers

• Settings

• Get Support

• Suggest a Feature

• Logout

This responsive design helps the platform remain usable across desktop, tablet and smaller screens.

4. Agency Profile and Header

At the top of the dashboard, you will see the agency header.

This includes:

• Agency name

• Logged-in user’s first name

• Verification status badge

The agency profile icon in the top right provides access to the public agency profile.

This helps agencies maintain a visible and professional public presence within the platform.

5. Verification Status

Your agency account includes a verification status indicator.

Possible statuses include:

• Verified

• Pending Review

• Not Verified

If the agency is not yet verified, a verification overlay may appear across the dashboard, limiting access until verification is completed.

In this state, the platform will prompt you to:

• Complete verification

• Wait for review if already submitted

• Log out if needed

Verification helps ensure trust, safety and platform integrity.

6. Notifications

The notification icon in the top right of the screen keeps agency users informed of important activity.

Notifications may include:

• Operational updates

• Client-related changes

• System alerts

• Internal workflow prompts

• Messages and reminders

Unread notifications display a badge count.

Selecting the notification icon opens the agency’s notification view.

7. Clients Dashboard

The Clients Dashboard is the main area for managing agency client accounts.

This may be used to:

• View client records

• Monitor linked client accounts

• Access care-related information

• Oversee active service users

This section provides central visibility into the individuals supported by the agency.

8. Manage Care Workers

The Manage Care Workers section allows the agency to oversee workforce accounts and relationships.

This area supports:

• Viewing linked care workers

• Managing carer access

• Organising agency-carer relationships

• Supporting workforce administration

This helps agencies maintain clear oversight of their workforce and assigned care staff.

9. Shift & Rota Management

The Shift & Rota Management feature supports workforce scheduling and visit planning.

This may include:

• Building rotas

• Assigning shifts

• Managing availability

• Supporting visit planning

This feature helps agencies coordinate staffing efficiently and maintain visibility over service delivery.

10. Incident Log

The Incident Log allows the agency to manage and review incidents in a structured way.

This can be used to:

• Record incidents

• Review reported events

• Support safeguarding and governance

• Maintain auditable records

A central incident log helps agencies strengthen visibility, accountability and response processes.

11. Compliance Hub

The Compliance Hub supports governance and regulatory readiness.

This area may be used for:

• Monitoring compliance requirements

• Reviewing records

• Supporting internal assurance

• Strengthening operational oversight

The Compliance Hub helps agencies stay organised and demonstrate accountability.

12. Analytics Dashboard

The Analytics Dashboard provides insight into agency operations.

This may include KPI tracking and operational performance data to help agencies:

• Monitor activity trends

• Improve decision-making

• Track service performance

• Support business oversight

This feature is designed to move agencies from reactive management toward informed, data-led coordination.

13. Messages

The Messages feature enables in-platform communication.

This helps agencies:

• View conversations

• Respond to messages

• Keep communication organised

• Reduce reliance on disconnected external channels

Messages are accessible directly from the dashboard.

14. Announcements

The Announcements feature gives agencies a dedicated way to access or manage organisation-wide updates.

This may be used to:

• View internal announcements

• Share important notices

• Keep teams aligned

• Centralise agency communications

Announcements are opened from the side panel and do not replace the main dashboard tab view.

15. Find Freelance Carers

The Find Freelance Carers section allows agencies to search for carers beyond their existing workforce.

This may support:

• Workforce expansion

• Temporary cover

• Exploring available professionals

• Strengthening service capacity

This feature is useful where the agency needs additional support or broader visibility into available carers.

16. Settings

The Settings area allows agency users to manage platform preferences and account-level controls.

This may include:

• Profile and account settings

• Notification preferences

• System options

• General configuration controls

Settings help tailor the experience to agency working needs.

17. Support

The Support feature provides access to agency help and assistance.

This can be used for:

• Troubleshooting

• Platform guidance

• Operational support

• Account-related help

Support is available from the side panel for quick access.

18. Suggest a Feature

The Suggest a Feature option allows agencies to submit ideas for platform improvement.

Selecting this opens the support contact page:

• In a new browser tab on web

• In an in-app web view on supported devices

This creates a direct route for agencies to contribute ideas and influence the platform’s evolution.

19. Logout

The Logout option is available in the side panel footer.

Selecting Logout will:

• Sign the user out securely

• Return them to the login screen

• End the active session

This helps ensure account access remains secure, especially on shared devices.

20. Privacy, Security and Access Control

My Virtual Carer is designed with secure access and role-based control in mind.

Agency accounts benefit from:

• Secure authentication

• Controlled access permissions

• Verification-based access protection

• Notification handling tied to logged-in users

• Protected operational records

Where the agency is not verified, access restrictions may apply until verification is complete.

This supports platform trust, data protection and appropriate use.

21. Frequently Asked Questions

Why can’t I access the full dashboard?
Your agency may not yet be verified. Complete verification to unlock access.

What does Pending Review mean?
It means your agency verification has been submitted and is awaiting approval.

Can I access messages directly from the dashboard?
Yes. Messages are available as a dashboard tile.

What is the difference between Announcements and Notifications?
Notifications alert individual users to updates, while Announcements provide broader agency-level communications.

Can I suggest improvements to the platform?
Yes. Use the Suggest a Feature option from the side panel.

22. Getting Help

If you need help using the Agency Dashboard, use the Support option in the side panel.

For additional guidance, contact the My Virtual Carer support team through your usual support route.

Final Note

The Agency Dashboard is designed to help care agencies operate with greater structure, visibility and control.

It brings together:

• Client oversight

• Workforce management

• Shift planning

• Incidents

• Compliance

• Analytics

• Communication

• Agency support

All within one connected operational environment.