CaseMinder
Case management for supported housing charities and small providers
Built around the six National Supported Housing Standards and the coming licensing conditions: support plans, resident involvement, safety checks, safeguarding and staff records in one simple place, on a phone or a desktop. Updated as the regulations are finalised.
Who it's for
Charities, community interest companies and community benefit societies in England running supported or exempt accommodation, from about 5 to 100 bed spaces. Services for people in recovery, leaving prison, with mental health needs, young people, and people moving on from homelessness.
Support workers
Record a visit on a phone in a couple of minutes, with the person's plan and last note alongside.
Managers
See who hasn't been seen, what's overdue and how much work each person is carrying, at a glance.
Directors and trustees
Know where the organisation stands before the council asks, with the records ready to show.
Why now: licensing is coming
The Supported Housing (Regulatory Oversight) Act 2023 means councils in England will license supported exempt accommodation. There is no exemption for small providers.
- Each resident's needs must be assessed when they move in, or within four weeks, by a suitably skilled person.
- Services will have to meet the National Supported Housing Standards, and properties must be safe and in good repair.
- Enhanced Housing Benefit is expected to depend on holding a licence.
- Under the draft regulations, councils will be able to ask for support and needs records, safety documents and other evidence, and to inspect.
The government consulted on the draft licensing regulations in October 2026. Licensing is expected from 2027 at the earliest, and the guidance on evidence is still to come. Check GOV.UK for the latest position.
What CaseMinder is for
Keeping good records should be part of the day's work, not a scramble before an inspection. CaseMinder is being designed so that the everyday notes, assessments and checks your team already does become the evidence you can show, without extra paperwork.
We will never call the software "compliant". Meeting the standards is about how you run your service; CaseMinder's job is to make that easier to do and easier to show.
Built around the six national standards
Licences will require services to meet the National Supported Housing Standards. CaseMinder is being designed so that the work your team already does under each standard is recorded as it happens, and is easy to show.
How ready is your service? Take the free five-minute readiness check: a score for each standard and practical suggestions. Nothing is stored.
Person-centred support
- Needs assessments, with the four-week deadline tracked from move-in
- Support plans written with the resident, in their own words, starting from their strengths
- Progress shown over time, and reviews that don't slip
- Move-on plans for the next step towards independence
Empowerment
- Residents' meetings, surveys and feedback recorded, with what changed as a result ("you said, we did")
- Resident involvement and co-production logged, such as helping write a policy or interview staff
- Complaints tracked through each stage against their deadlines
- A simple way for residents and families to raise a complaint or compliment, without logging in
Environment
- Repairs reported, prioritised and chased against target times
- Room and property checks with dated photos, and hazards tracked until they're fixed
- Risk recorded and shared with the people who need to know
- A visitors log, so friends and family can visit safely
Staff and safeguarding
- DBS checks, safer recruitment and training (including safeguarding, domestic abuse awareness and anti-social behaviour), with reminders
- Supervision and appraisal, signed off by both people
- Safeguarding concerns and incidents recorded, restricted and followed up
- Pre-eviction steps recorded, so support comes before any notice
Local need
- A directory of the local services and partners you work with
- Each resident's links to GP, mental health, drug and alcohol and other services
- The reason recorded when someone is placed from outside the area
- Feedback from neighbours and the community logged and acted on
Statement of purpose
- Your statement of purpose kept with each service, ready to display
- Its yearly review recorded, with who reviewed it and when
- Policies kept in one library with review dates
Ready for licensing
Beyond the standards, the draft licensing regulations set conditions and give councils powers. CaseMinder is planned to help with each:
- Needs assessed on time. The four-week clock, and a record of who carried out each assessment and their relevant training.
- Safe, well-kept properties. Gas, electrical, fire and energy certificates, condition checks, and a hazard register with the action taken.
- The right people in charge. Records for directors, the nominated individual and service managers, including the checks behind them.
- Your licence details in one place. Licence numbers, renewal dates, and a prompt when a change needs the council's approval first.
- When the council asks. Pull together the records a council requests, for a service and a date range, in one pack, with an anonymised summary for commissioners and funders.
Everyday work, done once
Alongside the standards, the pilot is planned to cover the day-to-day:
- Recording visits on a phone in a couple of minutes
- Days since each person was last seen, and missed contacts
- Caseloads that show how much work each person carries
- Rent, service charges and Housing Benefit claims
- Notes only chosen people can see, and a log of who looked at what
Plans may change as we learn from pilot providers and as the regulations and guidance are finalised. Nothing here is a promise of a feature on a date, and CaseMinder doesn't make a service compliant: it helps you do the work and show it.
How we're building it
Plain and simple
Designed for the least confident member of the team, in plain English, with trauma-informed wording.
Your data kept separate
We're building CaseMinder so that each provider's records are held in their own database, in the UK.
Priced for small providers
One straightforward subscription sized to small organisations, without pick-and-mix add-ons.
About us
CaseMinder is made by Mertens Software Ltd, a small UK company. It's being built by people with hands-on experience of case management in the NHS and the public sector, who know what busy staff put up with from record systems, and what they need instead.
Join the pilot
We're looking for a small number of supported housing providers in England to try CaseMinder early and help shape it. If that's you, or you'd simply like to know more, email us and tell us a little about your service.