Your Access Evo Copilot is your AI assistant that improves your working day by providing intelligent insights, answering queries, and suggesting actions based on the right context, without waiting.
Copilot makes it easier to gather information and execute tasks efficiently. Everything from HR policies to financial queries and smart email suggestions can be done in an instant.
Questions you can ask Access Evo Copilot
Your Access Care Rostering functionality get's even better from October 2025, giving you more questions to ask.
Who are the emergency contacts for [firstname.surname]?
Who has tasks due for renewal in May?
Who has had events logged in May.
Tell me the last duty date for [firstname.surname].
What are the planned and contracted hours for [firstname.surname] for week commencing 28 April.
What are the accrued holiday hours for [firstname.surname]?
How many times has [firstname.surname] had sickness logged in the last 3 months?
Show me the duties which have been cancelled this week and their reasons.
Show me the service suspend dates for [firstname.surname].
Which service users have had service suspends in May?
Which branches have ongoing service suspends?
Which service suspends are because of [service suspend reason]?
Who is the phone number [number] an emergency contact for?
Who are the emergency contacts for [employee ID]?
Detailed workflows by user type
For managers
Workflow 1: Emergency information access
Prompt: "I need emergency information for [service user name]".
Copilot provides: Key safe number, NHS number, medical conditions, emergency contacts.
Follow-up: "What care staff are familiar with this service user?".
Action: Manager can coordinate emergency response effectively.
Workflow 2: Payroll reconciliation
Prompt: "Show me all employees on payroll run 3 with their external IDs".
Copilot provides: Complete list with payroll identifiers.
Follow-up: "Are there any status changes I should know about?".
Action: Manager can complete payroll processing with confidence.
For schedulers
Workflow 1: Letter generation and communication
Prompt: "I need to send a promotion letter to [employee name]".
Copilot provides: Full letter with employee's address, preferred name, service length.
Follow-up: "Can you also prepare a thank you letter for a service user who gave us compliments?".
Action: Scheduler can handle all correspondence without switching systems.
Workflow 2: Staff information for rostering
Prompt: "Show me medical conditions for all staff working this weekend".
Copilot provides: Relevant medical information affecting work assignments.
Follow-up: "What are their preferred names and contact details?".
Action: Scheduler can make informed staffing decisions with sensitivity.
For administrators
Workflow 1: Portal support and access management
Prompt: "Help me with portal access issues for this week".
Copilot provides: List of employees with forgotten pins, access issues.
Follow-up: "Show me their verification details and reset their access".
Action: Administrator can resolve access issues quickly.
Workflow 2: Minimum wage and payroll planning
Prompt: "Show me all employees affected by minimum wage changes".
Copilot provides: Employee ages, payroll runs, current rates.
Follow-up: "Help me plan the implementation timeline".
Action: Administrator can manage compliance and payroll updates.
Progressive examples: Simple to advanced
Level 1: Basic information retrieval
Simple: "Who is caring for John Smith today?"
Response: Direct staff assignment with contact details.
Level 2: Contextual analysis
Medium: "Are there any concerns I should know about for the night shift?"
Response: Aggregated view of service user needs, staffing levels, and recent incidents.
Level 3: Predictive assistance
Advanced: "Help me plan next month's recognition activities and identify potential staffing challenges"
Response: Comprehensive analysis combining anniversaries, birthdays, leave requests, and recommended actions.
Best practice for optimal results
Do
Be specific with names and dates - "Show me Sarah's care plan for Tuesday" vs "Show me care plans".
Use natural language - "Who's working with our dementia care service users today?"
Combine requests - "Show me today's birthday celebrations and staff on duty".
Ask follow-up questions - Build on the information provided.
Don't
Don't use system codes - Use natural names instead of ID numbers.
Don't ask for impossible predictions - Focus on available data.
Don't forget context - Mention if you're asking for urgent/on-call situations.
Sample conversation flow
You: "I'm on call and got a question about Mrs. Johnson".
Copilot: "I can help with Mrs. Johnson's information. What specifically do you need to know?"
You: "Her daughter called asking about her medication schedule".
Copilot: "Here's Mrs. Johnson's current medication schedule: [details]. Would you like me to show you who administered her last dose and when?"
You: "Yes, and can you show me her emergency contacts too?"
Copilot: "Certainly. Her last medication was given by [staff name] at [time]. Here are her emergency contacts: [details]".
Workflow examples
Service suspend
You: "Which service users have had service suspends in April"
Copilot: Sims, Alberto, Branch: Brighton, Area: South, Type: Individual, Suspend Start: 15th April 2025, Suspend End: 15th April 2025, Reason: Contract under review.
Emergency contacts
You: "Who are the emergency contacts for the service user Colin Canforth?"
Copilot:
Gray Cornforth - Type NOK - Son,
Sam - Type: Doctor, Phone: 01509 3456678, Address: 12 Bampton Street, Loughborough, LE11 2DR, Special instructions: None.
Duties
You: "Tell me the last duty date for the service user Albert Chips”
Copilot: The last duty date for the service user Albert Chips was on 10th September 2025 at 09:00
You: “Are there any unallocated duties this week?”
Copilot: Service Location: Wand Hill, Branch: Hastings, Area: West, Type: Care, Planned Date: 3rd October 2025, Time: 08:00 - 09:00, Status: Unallocated, Service Location: Theresa Ferguson, Branch: Hastings, Area: West, Type: Care, Planned Date: 3rd October 2025, Time: 06:00 - 07:00, Status: Unallocated.
Quick reference commands
Information retrieval
"Quick summary for [Service User Name]".
"Today's priority service users".
"Staff on duty now".
Recognition and communication
"This week's celebrations".
"Anniversary messages to send".
"Birthday planning needed".
Emergency support
"Coverage options for [location/shift]".
"Urgent care requirements today".
"On-call contact list".
Reporting
"Weekly recognition report".
"Service user milestone summary".
"Staff availability overview".
Remember: Your Copilot learns from your usage patterns and can provide increasingly personalised assistance as you use these templates.