Getting Ready to Move Your Service to Tudu

1. Start with a Clean Slate

Before you move over, take some time to tidy up your existing records.

· Archive old risk assessments that are no longer relevant.

· Check your active risk assessments and remove any duplicates or out-of-date versions.

· Review your QA tasks, you’ll be able to rebuild them directly in Tudu with reminders and scheduling built-in.

A clear picture of what you currently do will make setup much quicker once you’re logged in. What is a QA task? A quality assurance task is a checklist task that appears on your daily, weekly or monthly checklists that may not directly link to a risk assessment, but is important to reminding your team of certain tasks to be completed such as setting up specific resources, or cleaning jobs for the day.

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2. Consider your “Zones”

In Tudu, your risk assessments and checklists are linked to specific areas — or zones — within your service. Before you start setting up, take a moment to map these out.

Think about:

· How your building or site is divided (e.g. Baby Room, Garden, Kitchen, Hall, Toilets, Office)

· Which rooms or spaces need their own checklists or risk assessments

· Shared spaces or outdoor areas that multiple teams use

Setting up clear zones in Tudu helps your team see exactly what belongs to them and keeps your dashboard tidy and easy to navigate.

We recommend splitting your care business into zones that reflect operationally different areas, for example, your baby room don’t need to see the pre-school checklists. We also recommend having a “communal” zone, somewhere you can store risk assessments and checklists that are used or relevant to all of your team, perhaps a shared garden, the kitchen, staff room or general building risk assessment.

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3. Think About Your Risk Control Types

Every risk you identify in Tudu can be managed using one or more control types. Before you start creating assessments, it’s helpful to decide which types you’ll use for each kind of risk.

In Tudu, you can apply:

· Scheduled Controls — tasks your team complete regularly (daily, weekly, monthly) to keep risks low, such as “Check radiator guards are secure” or “Inspect outdoor play area before opening.”

· Dynamic Controls — actions staff take in real time when something changes, such as “Monitor weather conditions before outdoor play” or “Clean spills immediately.”

· Ad-Hoc Controls — occasional checks or actions in less-used areas, such as “Check emergency exits in the hall before a large event.”

Thinking about these in advance helps you build well-structured risk assessments that automatically create the right checklists and reminders in Tudu. We’d recommend picking a few risk’s in a few different risk assessments, and looking at how you want your controls implemented – If you want your team to implement the controls regularly on a schedule, such as re-stocking the first-aid kit, that would be a scheduled check, or is it something that your team need to be constantly aware of, such as how children are using a resource, that would be dynamic, or if it’s something that only needs to be checked when a specific activity is done, that would be ad-hoc. Ad-hoc checks wont show on your daily checklists, but instead can be done exactly when they need to be done and are always available.

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4. Plan Your Rollout

You don’t have to switch everything on at once. Many teams start small — for example:

· Week 1: Move risk assessments and Add QA tasks

· Week 2: Create your checklists and checklist schedule.

· Week 3: Train the team on how to complete checklists and issue reporting.

· Launch: Once you are happy, and your team confident, start to use Tudu!

This staged approach gives everyone time to adjust and builds confidence across your team.

We understand that moving to a new system can take time, so we offer a 30 day free-trial to give you time.

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Ready to Get Started?

If you haven’t already, book a demo or sign up to Tudu today. We can help you get set up, discuss your risk assessments, and make sure your transition is smooth from day one.

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