Staff communication

Who can use it: care-home managers and administrators, and anyone given the staff-communication permission.

Where to find it

Open People → Staff, click a staff member and choose Communication.

The timeline

One list of everything that's passed between the home and this person — notes, generated letters and emails sent from Trine — newest first, with title, category, method and date. Search it, or filter by category and method. Click a row to read it in full.

Adding a note

1. Press Add note.
2. Give it a title, the date it happened and how it happened (method — telephone, face to face, email, video call, meeting, letter, admin note or other), and a category if helpful (categories are managed in Settings → Staff → Communication).
3. Write the note and save. Notes can be edited later — changes are tagged "(edited)" and kept in the audit trail. Notes can't be deleted.

Generating a letter

1. Press Generate letter.
2. Choose the letter type, title and date, and write or adjust the body. Preview shows the finished PDF on the home's letterhead.
3. Save. The letter is added to the timeline with a reference (LTR-…) and can be downloaded at any time. It also appears in the person's General Documents, where you can choose whether they can see it.

Sending an email

1. Press Send email.
2. Write the subject and message; optionally attach a letter you've generated.
3. Send. The email goes from Trine with your home's verified reply address, and is added to the timeline with whether it was delivered.

Good to know

• Notes are for candid manager observations, so the staff member never sees the timeline.
• Recruitment and offer emails sent before the person joined also appear, so the record is complete from their first contact.

Related: Staff, Training and HR documents · Reply email and email-notification settings