The spreadsheets, replaced.
The Single Central Record, the training log, the pay pack and the budget, rebuilt as living registers that check themselves, flag what is due, and never quietly go stale.
Live and in use across the Hapio family today.
Every AP runs on a handful of precious, fragile spreadsheets.
Hapio Hub is the operational backbone for alternative provision organisations, replacing the spreadsheets an AP runs on with living registers.
One person knows how each one really works, which tab matters, which column is out of date, which formula you must not touch. Nothing in it flags anything, and nothing tells you when it has gone stale.
So the first time you find out a check has lapsed is the moment somebody asks for it. That is a hard place to be, and it is entirely avoidable.
It still feels like the spreadsheet. It just refuses to go wrong.
It looks and edits like the spreadsheet the team already knows, so nobody has to learn a new way of working. Every cell is checked as it is entered, and every change is logged with a name and a date.
Expiry tracking genuinely understands how DBS renewals work, rather than treating every date the same. Staff, directors, agency and external contractors each sit in the register with the right checks for who they are.
And you start where you already are, by importing straight from the spreadsheet you run today.
Every cell checked. Every change logged. Every expiry flagged.
The registers your organisation actually runs on.
The Single Central Record
A living SCR with dozens of checks behind the cells. It genuinely understands DBS, treating update service and internal review dates differently, because they are different. Right to work, references, and the correct check set for each person type: staff, directors, agency and external contractors. Every flagged cell explains itself in plain words, red, amber or green, and it imports straight from the spreadsheet you run today.
Driving and vehicle checks
If your staff drive young people, licences, insurance and vehicle checks sit right in the register, tracked and flagged like everything else.
Training log
Every course, every certificate, every expiry date, flagged automatically before it lapses.
The monthly pay pack
Hours, overtime, expenses and changes captured through the month, allocated across your sites, and exported ready for whoever runs your payroll.
Budget tracking
Live, typed and logged, so the number you look at is the number that is true.
The compliance library
Policies, insurance, external audit reports and their improvement plans, categorised your way, tied to sites, each on a review cycle, flagged for the right person before anything lapses.
Nothing lapses quietly.
Policies, insurance, external audit reports and their improvement plans, site maintenance and deliverables, all uploaded, categorised and put on a review cycle, and flagged for the right person before anything lapses.
Site risk assessments are created in the platform and kept in review, not written once and forgotten. Staff onboarding documents are filed against the person from day one, so the record is complete from the moment they join.
When the inspector calls, everything they will ask for is in one place and in date.
One login for the whole Hapio family.
Hub sits behind Journey and Assure as the organisation's backbone, so your registers, documents and people records serve the whole family from one place, with one login across everything you use.
The directory is free for every client, and the full backbone is one plan with everything included. Pricing is simple: Journey is priced monthly by the number of young people on roll, Hub by the size of your staff team, there is no minimum size, and we will give you the exact figure openly on the call.
We run multiple sites, and I used to hold the whole operation in my head and a dozen spreadsheets. Now the registers flag what is due and I can see every site moving from one screen. It gave me my evenings back.
The registers, off your shoulders.
See Hub on your own organisation, a calm walkthrough of the SCR, the training log and the pay pack, on your data shape.
Or email hello@hapio.life
