> ## Documentation Index
> Fetch the complete documentation index at: https://docs.elateuk.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Assessments

> Build assessment templates, start and complete an assessment for a support recipient, and keep reviews on time.

Assessments are forms you fill in about a person, such as a needs assessment or a risk assessment. You build each form once as a template, then start it for anyone you support. Completing an assessment locks a dated copy, and a review date keeps it current.

**Who can do this:** starting, filling in, completing and reviewing assessments needs **Assessments**. By default that is Organisation Owners, Service Provider Admins, Care Managers, Care Coordinators, Team Leads and Carers. Read Only Auditors can view them. Building templates and removing an assessment needs **Manage assessment templates**: by default Organisation Owners, Service Provider Admins, Care Managers and Care Coordinators. Your organisation can change this in **Settings > Permissions**.

Your organisation may use different words for some things, such as "Service users" instead of "Support recipients". Elate shows your organisation's words everywhere, so follow what you see.

<Info>
  Elate Free includes 5 assessments a month. Assessments already started carry on as normal. See [Plans and pricing](/billing/pricing).
</Info>

## Where assessments live

* **Operations > Assessments** has two tabs. **Library** holds your templates and the Elate example templates. **Tracker** lists every assessment across everyone you support.
* Each person's profile has an **Assessments** tab with their own assessments.

Carers cannot open Operations, so they work from the person's profile.

## Set up a template

The quickest start is an example. In **Operations > Assessments > Library**, find **Elate example templates** and select **Use this template**. It is copied into your library and published as version 1. The examples include needs assessments from Elate 1.0, **Person onboarding** and a **Risk assessment starter**.

To build your own:

<Steps>
  <Step title="Start a template">
    Select **New template**, then **Blank template**. The template builder opens.
  </Step>

  <Step title="Name it">
    In the panel on the right, fill in **Name**, **Description** and **Kind** (**Needs assessment**, **Risk assessment** or **Custom**).
  </Step>

  <Step title="Add sections and questions">
    Select **Add section**, then pick a question type from **Add a question**, or select **Add question** in a section. Select any question to set its **Label**, **Type**, **Help text** and whether it is **Required**.
  </Step>

  <Step title="Show questions only when they apply">
    Use **Show this question only if...** to show a question only after a certain answer to an earlier choice or yes/no question.
  </Step>

  <Step title="Check and publish">
    Select **Preview** to see the form as it will be filled in, then **Publish version 1**. Only published templates can be started.
  </Step>
</Steps>

The builder saves as you type. Question types are **Short text**, **Long text**, **Number**, **Email**, **Phone**, **Date**, **Time**, **Single choice**, **Multiple choice**, **Dropdown**, **Yes / no**, **Scale**, **Rating**, **File upload**, **Signature**, **Section text**, **Page break** and **Risk matrix**. A risk matrix is scored before and after control measures on the HSE 5 by 5 matrix.

Publishing again creates a new version for new assessments. Assessments already started stay on the version they began with. **Version history** lets you copy an older version back into the draft with **Restore as draft**.

Each template's menu in the library offers **Edit**, **Duplicate**, **Archive** (or **Restore**) and **Remove**. A template in use cannot be removed.

## Start and complete an assessment

<Steps>
  <Step title="Open the person">
    Open the person's profile and select the **Assessments** tab.
  </Step>

  <Step title="Start it">
    Select **Start assessment**. Choose the **Template**, the **Owner** (the person reminded about reviews) and how often to **Review** it, then select **Start**.
  </Step>

  <Step title="Fill it in">
    The form opens straight away and saves as you go. The list of sections on the left shows how many questions in each are answered.
  </Step>

  <Step title="Complete it">
    Select **Complete**. Check the **Next review** date and select **Complete** again. Required questions must be answered first.
  </Step>
</Steps>

Completing locks a dated copy of the answers. It appears under **History**, where **View** opens it. Select **Download PDF** for a copy of one assessment, or **Download all as PDF** on the **Assessments** tab for every completed one.

## Reviews

A completed assessment shows **Review due** from 14 days before its review date, and **Overdue** once the date has passed. Its owner gets a notification 14 days before and again if it goes overdue. Nobody is reminded if it has no owner or no review date.

To review, open the assessment and select **Start review**. The answers open again for you to update. Select **Complete review** to lock a new dated copy. Earlier copies stay in **History**.

You can change the owner and the review frequency at any time from the menus under the assessment's title.

## The tracker

**Operations > Assessments > Tracker** lists every assessment with its owner, next review and status. Filter by status (**Not started**, **In progress**, **In review**, **Completed**, **Review due**, **Overdue**), by owner or by template, or search by person or assessment. **Download CSV** exports what you see.

## Remove an assessment

Open the assessment, select the three-dot menu (**More actions**) and choose **Remove assessment**. Add a **Reason** and select **Remove**. It leaves the active list and the tracker, but is kept for the record: people with **Manage assessment templates** can still see it under **Removed** on the person's **Assessments** tab.

## Let AI help

<Note>
  This needs the **AI features** module. If you cannot see it, ask your organisation owner. The Elate team turns the module on for your organisation. Your organisation owner can switch AI features off in **Settings > AI**.
</Note>

* **Fill a form from a conversation.** On an assessment, select **Record** to record the conversation, or **Upload audio** to use a recording. Elate drafts answers marked **AI draft**, each with the words it came from. Select **Accept** or **Clear** on each one, or **Clear all drafts**. Answers someone has already given are left alone.
* **Turn a paper form into a template.** In the library, select **New template**, then **From a form**. Choose a PDF (up to 20 MB and 100 pages), up to 10 photographed pages, or a .txt form, and select **Read the form**. When it is ready, select **Open in the builder** and check the questions before you publish.

## Related pages

* [Support recipients](/support-recipients/adding-managing-recipients)
* [Your notifications](/notifications/your-notifications)
* [AI settings and your data](/ai/ai-settings-and-your-data)


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