Mainie Setup

When a company joins, everyone — top to bottom — is onboarded and mapped, so the system can tailor itself to how each person actually works.

Go-live wizard

5/8

Organisation profile & CQC registration
Branches & funding sources
Import people (HR spreadsheet / previous system)
Map everyone to a role — top to bottom
Tailor each workspace
Migrate clients & care plans
Payroll rules & rates
Go live

Data migration from a previous system (people, clients, care plans, MARs) is done for you as a service — typically live within 2–4 weeks.

Everyone mapped, top to bottom

each person sees only their world

Margaret Ellis

Nominated Individual / Director

Tailored

Sees: Governance, ROI, capacity & risk only — a 4-screen executive view

Approves: Policy sign-off, major spend

Sandra Pike

Registered Manager

Tailored

Sees: The full console — 26 modules

Approves: Safeguarding outcomes, double-up downgrades, HR outcomes

Tom Hayes

Care Coordinator

Tailored

Sees: Rota, marketplace, clients, comms — no finance or HR files

Approves: Rota changes, availability requests

Leah Mensah

HR & Recruitment

Tailored

Sees: People modules only — recruitment, HR, training, absence

Approves: Contracts, guaranteed-hours requests

Amrit Kaur

Finance Officer

Tailored

Sees: Finance, pay & travel, invoicing — no care records

Approves: Payroll export, expenses, credit control

Priya Sharma

Senior Carer / Quality

Tailored

Sees: Carer app + quality, training sign-offs, spot checks

Approves: Competency sign-offs

Aisha Bello (+ 9 more carers)

Care Workers

Tailored

Sees: Carer app only — today, visits, pay, availability, community

Approves: Their own availability & shift offers

Role-based permissions mean carers never see finance, finance never sees care notes, and every action is attributable — GDPR & CQC-friendly by construction.

Then Mainie learns how you actually work

first 30 days & ongoing

Who actually approves what (vs the org chart)

→ Routes approvals to the person who really decides

Each person's preferred channel & response times

→ Push for Aisha, SMS for Grace, email digests for the director

Real shift patterns & travel habits

→ Better rota suggestions week by week

Which reports each role actually opens

→ Surfaces those first; hides the noise

Vocabulary your team uses in notes

→ Sharper voice-note transcription & search

The result

Two agencies never see the same Mainie — the software bends to your organisation, not the other way round. All learning is rule-based and explainable; nothing changes without an audit entry.