Send us what you have. We'll do the rest.
Your records come across as they are. We build your Hapio with you in private, and your whole team goes live on one date.
Live on day one, fully live when you are ready.
A referral link can be live for your schools and local authorities on day one, so new referrals come into Hapio from the start. Your existing records, staff and sites follow in the weeks after, at a pace your team can hold. That is why one client was up and running in days while a whole organisation can take three to ten weeks to move completely. Both are true, and both are fine.
Live in three to ten weeks.
Depending on your size and how complete your records are. You send your files as they are, we import them, show you anything missing on one list, train your team, and take everyone live together.
Never by email.
Your files go into the Data Drop, a secure area only named people can open, for a set period. Every use is recorded, and files are deleted 30 days after you go live. AI helps match your column headings and never sees a young person's name, date of birth or address.
Four steps, one go live date.
Tell us about your provision.
One onboarding pack, then a call to agree your plan and dates.
Send what you have.
Spreadsheets and Word documents, PDFs or scans. No tidying, no retyping.
We build it with you.
In a private draft your team can't see, with one list of anything missing.
Go live together.
A training day is included, then your team and young people go live on one date.
Planned around where you're starting from.
about 3 to 5 weeks
Records in good shape
about 4 to 6 weeks
Thin records
about 5 to 7 weeks
Larger, or starting from scratch
about 6 to 10 weeks
Large, with very little written down
Timed from your onboarding call. The clock pauses while we wait on information, and school holidays don't count.
The things people ask.
How long does it take to switch to Hapio?
Usually three to ten weeks from your onboarding call to go live, depending on how many young people you support and how complete your records are. The clock pauses while we wait on information, and school holidays don't count.
What format do our records need to be in?
Whatever you hold today. Spreadsheets of any layout, Word referral forms, PDFs and scans all work. There's no need to tidy anything first.
How do we send our files securely?
Through a secure area inside Hapio, never by email. Read how the Data Drop is secured. Access is given to named people for a set period, every use is recorded, and files are deleted 30 days after you go live.
Will our staff see a half-built system?
No. Everything is built in a private draft your team can't see, and your team goes live together on one date. A referral link can be live from day one, so new referrals can come in while the rest is built.
What if some information is missing?
You get one list of what's missing, young person by young person. Anyone still incomplete at your data deadline waits in your referrals while everyone else goes live as planned.
What about my site managers' workload?
The aim is that a site manager spends less time on the registers after the switch than before it, because the checks that used to live in their head now sit in Hub, flagged red, amber or green.
