Support notes · Evidence · Client money
You house people who need support, and you have to prove they got it.
In supported and exempt accommodation, the questions come later: from the council reviewing a claim, the regulator, a commissioner or a court. The answer is always in records written months earlier, by people who may have moved on.
Safeguarding-flagged records kept for 25 years
Get the Exempt accommodation: the evidence a Housing Benefit review will ask for (PDF)
A per-scheme and per-resident checklist of what a council checks on a supported or exempt accommodation claim, with what is in force and what is only proposed.
Beat 1 · Your week now
Support happens every day. The record of it is scattered.
Support workers visit, call and help residents with everything from benefits to tenancy problems. The notes live in a case system, a shared drive, a notebook, or nowhere.
Meanwhile the building needs gas checks, electrical reports and fire safety, the landlord's money passes through your account, and someone reconciles it at the end of the month.
Beat 2 · What breaks
The question arrives years after the support was given.
A council reviewing an old claim, or a regulator, doesn't ask whether support was provided. It asks you to show it: for one named resident, in one period, written at the time.
A note added last week about a visit in March is weak evidence. A note nobody reviewed is weaker. A safeguarding concern recorded in an email thread may not be found at all.
- Support notes edited long after the visit
- No sign that a senior reviewed what was written
- Safeguarding concerns kept in the same place as routine notes
- Certificates for a shared house tracked in someone's spreadsheet
Beat 3 · Why your current tools can't fix it
Case notes, certificates and money live in different systems.
A case-notes tool knows nothing about the gas certificate. A certificate spreadsheet knows nothing about the resident. The accounting package knows the totals, not the reasons.
When one question spans all three — was this home safe, and was this resident supported, in March? — somebody stitches the answer together by hand.
Beat 4 · What changes
One record for the person, the home and the money.
Support notes move from draft to submitted to approved, or come back with comments. After a short edit window a note can't be quietly rewritten, only superseded, so the record shows what was known and when.
Notes flagged for safeguarding are kept for 25 years, others for 7 years after a case closes. The home's certificates are tracked with reminders before they expire, and the money is reconciled against what was expected.
- Draft → submitted → approved support notes, with a review queue
- Safeguarding-aware retention: 7 years, or 25 if flagged
- Gas, electrical, fire risk (HMO), legionella and more, tracked with reminders
- Client money, remittances and reconciliation for agents running the scheme
What ships today
What ships today.
A review gate before it counts.
Support notes move draft → submitted → approved, or come back with comments. Seniors work a queue that brings safeguarding-flagged notes to the top.
Explore furtherNotes that can't be quietly rewritten.
A short edit window, then a note can only be superseded. The history shows who wrote what, and when.
Explore furtherExternal workers, scoped to one person.
Invite a support worker from another organisation and attach them to a single case, not to your whole system.
Explore furtherThe home's certificates, on the record.
Certificates tracked with expiry dates and reminders, and certificates that were never provided are chased too.
Explore furtherClient money, properly separated.
Landlord remittances, fees and deductions handled as what they are, and reconciled against expected rent.
Explore furtherAn evidence pack when it's asked for.
A dated pack for a tenancy or a property, redacted or full, with certificates attached as exhibits.
Explore furtherSee it working before you sign up.
Short videos of real tasks in Evidix, each under two minutes. No sign-in needed.
The note lifecycle
A note becomes the record when a senior says it does.
Written at the time, reviewed by someone else, kept for as long as it matters.
If you run supported or exempt accommodation, the support staff are usually yours, and so is the exposure. A council's review of an old claim turns on notes your team wrote, months or years earlier, about visits nobody else saw.
The worker writes a draft and submits it. It lands in a review queue where safeguarding-flagged notes sort to the top. A senior approves it, or edits and approves it — with the before and after both kept — or sends it back with a comment saying what needs to change.
Once approved it stops being editable. A correction supersedes it and the chain stays linked, so the earlier version is still there to read. Nothing is quietly rewritten, and nothing disappears without leaving a marker saying something was removed.
- Draft → submitted → approved, or returned with comments
- Review queue ordered safeguarding-first, not just oldest-first
- Modify-and-approve keeps both the original and the edit
- Supersede instead of overwrite — the chain stays readable
- Redaction leaves an audited marker, never a silent gap
Sign-off that leaves the building
The approver often works for someone else.
A property, a placement, a support note — sent out for a decision, and the decision comes back on the record.
A placement, a property or a support note may need a decision from a provider, a commissioner or a council officer. What you need is their decision, attributable and dated, without giving them a seat in your system.
Send a property for approval and the housing officer opens a review page, reads the pack and approves or declines with comments. Send a placement and the signed pack goes to your named placement officers. Send support notes to a commissioner or RSL and they get a read-only seat — with the professional stream withheld until you authorise it for that specific case.
None of them create an account, hold a licence, or occupy a seat. Every decision lands back on the record with the name, organisation, IP address and timestamp attached.
- Property, placement and support notes — three sends, one mechanism
- No account, no licence and no seat for the approver
- Decision stamped with name, organisation, IP and timestamp
- Recipients frozen at send — a later edit cannot retarget it
- Links expire, and can be withdrawn if circumstances change
For supported and exempt accommodation providers — customer stories will appear here when there are real ones to tell
Show them the record, not the reconstruction.
Start with the claim evidence checklist, or try it on one of your schemes.