Software studio for regulated organisations

We build the platforms you are inspected on.

Qualiflow designs, builds and runs the record-keeping and compliance software that regulated organisations depend on: the evidence, the sign-off against the standard and the audit trail, kept as the work happens rather than assembled the week before.

Talk about a buildSee the work

A UK studio. Our first platform has run a dental nurse training academy since 2026. Our second, CareTracker, is built for adult social care and on sale now.

DNA Portal, built for Dental Nursing Academy
The assessor dashboard of DNA Portal, a platform Qualiflow built, listing learners, their progress and what needs marking

Regulated work produces a record: who did what, against which standard, checked by whom, and when. Most organisations assemble that record the week before an inspection. We build software where the record is kept as the work happens, so it is simply there when someone asks.

What we build

Three ways to work with us

Every engagement ends the same way: a platform that keeps the record, in production, with the people who built it still answering the phone.

Build to order

A compliance or evidence problem that no product fits. We map the standard, the roles and the evidence, then design and build the platform from scratch. You own what we build.

Signed off

Run and host

We host the platform, keep it patched and inspection-ready, and answer the phone. On servers in the EU that we control, with AI and translation that never leave them for an AI company.

License CareTracker

Our own platform for adult social care providers: the Care Certificate and adult care qualifications built in, competence and supervision records, manager alerts. Take it as it is, or with your brand on it.

How a record flows

One record. Every person who touches it.

Whatever the sector, the record passes through the same hands. We build the system so each person adds to it in the order the work happens.

The person doing the work

Adds the evidence

A linked video, a document, an answer to a question, in the language they read best.

Assessor

Signs it off against the standard

Every criterion and range item sits beside the evidence. Statuses move on their own.

Quality lead

Samples it

Sampling plans, gap analysis and sampling history on the same record, not in a spreadsheet.

Inspector or awarding body

Reads it

Read-only access to the record as it was kept. Nothing assembled the week before.

The same record, start to finish. Nothing is re-keyed for the inspection.

The work

Two platforms, in production and on the market

One built to order for a training academy and live with its learners. One of our own, for adult social care, that we are selling and shaping with care providers now.

Built to order, live since 2026

DNA PortalThe e-portfolio a dental nurse training academy runs on

Dental Nursing Academy

Dental Nursing Academy trains dental nurses across three intakes a year. Its students, assessors and administrators now work from one live record instead of paper portfolios and email threads.

Criteria and range sit beside the evidence, observation videos are linked from Google Drive or OneDrive, and learners with English as a second language read tasks and feedback in their own language. The IQA samples on the same record.

The academy’s assessors picked it up with little training, and guidance is built into the platform itself, so a new assessor is not waiting on us. Learners tell the academy they find it easy to use and easy to find their way around.

38
learners on DNA Portal, including the October intake
3
intakes a year, 20 to 25 learners each
1 hour
of assessor time saved each week, at least
It does exactly what we need and nothing we don’t. Easy to use, and it’s saved us time and money.
Laura, Director, Dental Nursing Academy
Read the case study
Assessor dashboard
DNA Portal assessor dashboard
Observation record
An observation record in DNA Portal with criteria and range ticked
IQA sampling plan
The IQA sampling plan in DNA Portal
Translate menu
The Translate menu on assessor feedback in DNA Portal

Our own product, on sale now

CareTrackerCompliance and competence for care providers, in one record

Adult social care providers

Care providers must evidence Care Certificate progress, day-to-day competence and Regulation 18 supervision, usually across binders and spreadsheets. CareTracker keeps all three on one record per member of staff.

The Care Certificate 2025 standard is built in. Managers see who needs attention before a deadline slips, supervision history is inspection-ready, and internationally recruited staff read their tasks in their own language. We are selling it to care providers and shaping it with them.

See CareTracker
New-starter dashboard
CareTracker’s new-starter dashboard for managers
Competence records
Competence records in CareTracker
Translation
A task translated into a staff member’s own language in CareTracker
The learner’s portfolio
A learner’s portfolio view in CareTracker

A platform in use

What a Qualiflow platform looks like in use

Screens from DNA Portal, the platform we built for Dental Nursing Academy, running demo data.

Learner view
Learner progress by unit in DNA Portal

Progress by unit, every criterion and range item counted

A learner’s progress by unit. The assessment records mirror the awarding body’s own paperwork, with PDF export, so nothing is re-typed for the sample.

How we work

Understand. Build. Run. Keep shaping.

Short cycles, working software early, and the people who built it still on the phone once it is live.

  1. Understand

    We map your standard, the roles and the evidence each one produces before any code is written. If you are inspected against it, we read it first.

  2. Build

    Working software within weeks, not a deck. Automated tests throughout, and the people who will use it looking at real screens from the first cycle. Our first platform went from first conversation to live learners in under three months.

  3. Run

    We host it, or hand it over. Either way it stays inspection-ready. Problems are found by assessors in live delivery rather than by a test team, and the most recent ones were fixed the same day.

  4. Shape

    Most portals hand you what they built and leave you to work around it. We work the other way. Tell us what your delivery actually needs, and if it makes sense, we build it. Changes are checked against your existing records first, so nothing you have already recorded is affected, then your team sees them on a copy before they go live. It went live ready, and it has kept fitting the academy better every month since.

Data and security

Security in plain English

What is in place today on the platforms we run, and what is still being certified. We would rather show you the gap than hide it.

Learner data is never sent to an AI company

AI assistance and translation run on the platform’s own server, on a model we host ourselves. No name, evidence or feedback goes to an outside AI company.

The platform’s own server

  • Learner and staff records
  • Attached evidence files
  • Translation, eight languages
  • AI assistance for assessors

Outside AI companies

Nothing is sent

Observation videos stay in the customer’s own Google Drive or OneDrive. The platform keeps the links.

  • AI and translation run on a server we control

    Learner data is never sent to an outside AI company.

    In place

  • Your data is yours

    The records belong to you. You can export them, and we never sell or share them.

    In place

  • UK GDPR data processing agreement

    A signed agreement setting out what we process, where, and for how long.

    Being prepared

  • Cyber Essentials

    The UK government-backed baseline for protecting against common attacks.

    Certification in progress

  • ICO registration

    Registration with the Information Commissioner’s Office as a data controller.

    Being confirmed

Software on its own does not make you compliant. What our platforms do is keep the evidence in one place, so it is there when someone asks for it.

Questions

The things people ask first

What does it cost?

A build is priced on the standard and the roles involved, so we give you a written figure after one conversation, with what is included spelled out. Licensing CareTracker is priced per learner; ask and we send the number in writing the same day.

Will we pay for features we don’t use?

No. A build contains what your standard needs, and CareTracker is shaped to the qualification you actually deliver. You are not paying for apprenticeship or off-the-job machinery you will never touch.

How long does a build take?

Weeks to a working first version, because we start from platforms already in production. Our first platform went from first conversation to live learners in under three months.

Who do we actually deal with?

The people who build it. There is no account manager between you and the developer, and bugs reported by the people using a platform are fixed in days, most recently the same day.

Can it carry our branding?

Yes. A build is yours from the start. CareTracker can carry your brand and be adapted to your workflows.

Do you only work in dental and care?

No. Those are the sectors our two platforms serve today. The pattern is the same in any regulated setting: evidence, sign-off against a standard, sampling, and an inspector who reads the record.

Does it help at inspection or audit?

Yes. The platform is the record you present when the awarding body or an inspector visits: progress, sign-off and supervision history in one place, logged and ready to show.

Whose data is it?

Yours. The records belong to you, you can get them out, and we never sell or share your data.

Bring us the standard. We build the record.

Tell us what you are inspected against and who touches the evidence. We reply within a working day with a time to talk, and the conversation is with the people who build it.

Email

demo@qualiflow.co.uk
Talk about a build