For care agencies and care providers

Every worker, every file

Regulation 19 and Schedule 3 ask for the same information on every person employed in a regulated service, and CQC's guidance includes agency and bank staff. The details sit across application forms, DBS records, references and training certificates.

Pulling them together by hand for every worker is where a gap in the history goes unnoticed or a training date slips.

How it works

1. 1

   Set up your formats once

   Start from a template below, or upload your own form or the one your client issues. Formatix builds a template that keeps its layout, and you check a filled sample.

2. 2

   Send in the documents

   The CV with your identity, DBS, reference and training records, by upload, by email to [email protected], from JobAdder, Salesforce or HubSpot, or from inside ChatGPT or Claude.

3. 3

   Check and send

   Each document opens beside the originals for checking. Chase what is on the Still needed list, then download it in Word, Excel or PDF.

Formatix copies what the documents say. It does not run DBS or right to work checks, it never writes a worker's explanation of a gap, and it never says a file meets a standard. CQC decides what is satisfactory.

Templates to start from

Each one is rebuilt in your brand. Or upload your own format, or the one your client sends you, and Formatix builds the template from it.

• WordCQC staff file checklistThe staff file checklist a care provider or care agency keeps for each person employed, in the order of Schedule 3 to the 2014 Regulations: identity and a recent photograph, criminal record certificate, conduct in previous care work, why previous care roles ended, qualifications, full employment history with gaps explained, and health. For services regulated by CQC in England. Answers only from the file. Not an official form.
• WordFull employment history and gaps recordEvery period of a care worker's history with the gaps the dates show and the worker's own written explanation of each, for Schedule 3 paragraph 7. An explanation is never written for the worker: a gap with none goes on the Still needed list. Not an official form.
• WordAgency care worker confirmationWhat a care agency sends a care home or home care provider before a worker's first shift: the booking, each check its file holds with the date and who checked, training with renewal dates, and what is outstanding. The agency's own document. Not an official form.
• ExcelCare staff compliance matrixAn Excel matrix of the care staff on a service, one row each: how they are engaged, DBS level and date, right to work, history and reference position, and training renewals. A date turns red once it has passed and amber within 90 days of the as-at date, only where a full date was given, with live counts at the top. Not an official form.
• WordCare worker profileA one-page profile of a care worker or healthcare assistant for care homes, home care and social care bookings: the questions a manager asks answered first in plain words (availability, shifts, DBS with workforce and update service, driving, Care Certificate and NVQ / QCF / diploma level), care settings, experience, languages, mandatory training with dates and up to three recent roles. Exactly one page per worker; nothing beyond the CV and notes.
• WordRight to work check recordA record of one right to work check, laid out on the Home Office employer's guide (updated 1 October 2026): manual document check, Home Office online check with a share code, a digital verification service provider, or the Employer Checking Service. It records who did the check and how, the steps taken, the outcome, any follow-up date and the date the check was made. Nothing is assumed from a CV or nationality. Not an official form and does not give legal advice.
• WordKey Information Document (agency workers)The Key Information Document an employment business gives an agency worker before terms are agreed (regulation 13A of the Conduct Regulations 2003), with PAYE, umbrella company and limited company versions and the example pay for one pay period. Rows follow the GOV.UK example KIDs (updated 7 April 2026). Pay, deductions, fees and every figure come only from the agency's terms; nothing is calculated. Not an official form and does not give legal advice.

Frequently asked questions

Are these CQC forms?

No. They are Formatix templates and say so in their footers. The checklist follows the order of Schedule 3 to the 2014 Regulations. If your client issues its own form, upload it and Formatix builds the template from that.

Do they cover Wales or Scotland?

They are written for services regulated by CQC in England. Other nations have their own regulators, so check their rules first.

Does Formatix fill in gaps in the employment history?

It shows the gaps the dates leave. It never writes the explanation: if the worker has given none, the gap goes on the Still needed list.

Where are the documents kept?

Formatix is UK-hosted on AWS London. Team owners can set records to delete automatically after 30, 60, 90 or 365 days, records can be deleted at any time, and documents are never used to train AI models.

Does it work with our ATS?

JobAdder, Salesforce, HubSpot and Ezekia have native connectors on every plan, including the free trial. Any other ATS or CRM works by email: send the documents to [email protected] and the filled document comes back by reply.

Related pages

• Temporary and contract staffingKey Information Documents, suitability records and temp worker profiles.
• Healthcare and locum agenciesNHS checklists, nurse profiles and locum forms.
• Bulk CV formattingA whole team's documents in one batch.
• SecurityHow documents are handled and where they are kept.