Software Release Notes

Release notes for recently issued versions of the SEND Genie Toolkit software (previously Formulate Portal / CareCalc) can be found below.

Version 2025.6 (Latest)

Overview:

This version delivers the first release version of EHCP Genie, where licenced users will be able to complete an initial draft of an EHCP whilst taking advantage of built-in quality checks and customised templates.

What’s new:

  • QA report (companion to the initial draft EHCP)

A sister Word document downloads alongside the initial draft EHCP, highlighting the Golden Thread, SMART outcomes and gaps or inconsistencies. This helps practitioners produce accurate, compliant EHCPs more quickly, while staying in control of the creation of the plan.

  • Custom EHCP templates

Initial support for organisation-specific EHCP templates to meet local needs.

User experience and reliability improvements:

  • Progress and error feedback

Clear progress indicators and timers have been added to screens during processing to provide real-time feedback to users. In addition, actionable error messages have been included to empower the user to correct issues independently and provide better visibility and supportability. These include; service availability, missing document types etc.

Data governance and performance:

  • Data retention

An automatic deletion routine of the initial draft EHCP data and supporting information after a fixed period of inactivity has been added. The in-app UI will inform users about the deletion policy, aligning with our data retention standards to reduce information security risks. By default this is set to 30 days, however this is configurable for each customer.

Please be aware that inactive drafts and related supporting information will be automatically deleted after a set inactivity period.

  • Storage cleanup and performance

For customers that are licenced for Funding Genie, a nightly cleanup of temporary attachments and historic data export files older than 24 hours has been created to reduce database size and improve performance and reliability.

Temporary export artifacts are automatically cleaned up after 24 hours. If you need to retain an export, please download and store it securely.

Roadmap note:

We’ll continue to action collaboration and feedback from our development partners and customers as we move throughout the 25/26 roadmap cycles.

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Version 2025.5

  • Platform, branding and user experience:

    • The ‘Formulate Portal’ software has been rebranded to ‘SEND Genie Toolkit’, including new design and styling across the application - and a redesigned login screen.

    • A new home screen features various swim lanes to see cases recently worked on:

      • Pick up where you left off’ shows the last five records you worked on.
      • ‘Across your organisation’ shows the last five Needs Profiles, EHCPs or Annual Reviews (coming soon) that have been worked on in your organisation.
    • Users can navigate to ‘Funding Genie’ which takes them to the Banding Tool/Budget calculations function.
    • ‘Insight Genie (Lite)’ is available for Elevated Users to continue to use the Data Explorer functions, which were previously available.
    • Users can now directly add a Child or Young Person to the system before starting a Needs Profile or an initial draft of an EHCP.

    Please note: The URL to visit the application has also been updated. Please contact your Imosphere representative for further details.

  • Launch of the new ‘EHCP Genie’ module:

    • EHCP Genie is a new AI-powered assistant designed to help local authorities improve the speed, quality, and consistency of Education, Health and Care Plans.
    • This initial release focuses on the initial drafting of EHCPs in line with statutory guidance.

  • Analytics:

    • We’ve added behind-the-scenes application analytics to help us understand which features are most helpful, how the software performs, and where any issues occur.
    • This insight lets us prioritise improvements, fix problems faster, and deliver a more reliable experience.
    • The data collected is limited to usage patterns and performance metrics. No advertising, profiling, or third-party tracking cookies are used.
    • We’ve implemented column-level encryption at rest for AI-related data to provide stronger protection for sensitive data fields. Encrypting specific columns ensures that even in the unlikely event of storage being accessed, these values remain unreadable without authorised keys.

  • Security:

    • We’ve updated several npm dependencies to address high severity security advisories. These patches remediate known vulnerabilities in direct and transitive packages and strengthen our defence-in-depth, without changing product features or public APIs.

  • Resolved issues:

    • ‘Broadcast’ feature: The ‘Broadcast’ feature - which allows for important messages to be displayed to users when they login - has been updated to resolve some technical issues.

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Version 2025.4

  • User Interface improvements:

    • The ‘Imogen Says’ panels have been redesigned to reduce visual clutter and enhance the adoption of AI features, making the experience smoother and more intuitive for users.

  • Performance enhancements:

    • Some behind-the-scenes updates have been made to improve system reliability and performance.

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Version 2025.3

  • ‘Ceased to Maintain’ Feature:

    • We’ve introduced the ‘Ceased to Maintain’ feature for SEND service areas to help you better manage case status and data integrity.
    • This feature allows users to mark entire cases or specific parts as no longer maintained, with the ability to specify the exact cessation date.
    • Once a case is ceased, records become read-only to protect data integrity, and any in-progress forms are automatically finalised with budgets calculated as needed.
    • A clear ‘ceased’ tag appears on budget calculation forms for easy identification.
    • Users can easily restart cases by marking them as ‘continued,’ enabling the resumption of activities and the addition of new forms.
    • The terminology “ceased to maintain” is fully configurable via Admin Tools, and all cessation and continuation actions are logged in an audit trail for complete transparency.
    • Additionally, data export options have been enhanced to allow users to include or exclude ceased cases, providing more tailored and flexible reporting.

  • Additional Demographic Data Capture:

    • We’ve added new demographic data fields directly at the top of the Needs Profile completion screens, enabling easy and low-friction collection of valuable contextual information.
    • By capturing this data upfront, we’re laying the groundwork for advanced analysis of SEND data, helping to unlock future insights and demonstrate clear return on investment (ROI) for our customers.
    • The seamless data entry within familiar forms requires no extra navigation but can deliver meaningful insights and measurable outcomes.

  • Improved ‘Invite Users’ Process:

    • We’ve created a streamlined ‘invite users’ feature to make setting up many of new users quick and easy, turning a task that once took hours into one that now takes minutes.
    • By simplifying user onboarding, this update reduces implementation overhead and saves valuable time for our customers. The improved process also enhances the overall user experience, helping you get your teams up and running faster.

  • Re-design of the ‘Budget Calculation’ screen:

    • Action buttons are now positioned to the right of each case with a convenient hover menu, making it faster and easier to access additional options.
    • Historical forms have been relocated to a new Service User Overview screen - allowing you to quickly view all prior forms associated with a service user in one place.

  • Re-design of the login screen and Broadcast Message:

    • We’ve refreshed the login screen with a cleaner, more modern design to improve ease of access and user experience from the very first step.
    • The broadcast message feature has also been enhanced to allow clearer, more prominent communication so important updates reach users quickly and effectively. Messages will now display after the user has logged in.

  • Resolved issues:

    • Imogen for Funding Genie: ‘Imogen Says’ panels are now present on checkbox list form questions.
    • Imogen for Funding Genie: A ‘Back to top’ button has been added when scrolling through the Justification Report on the ‘Rationale’ tab of a completed Needs Profile.
    • Imogen for Funding Genie: Existing ‘Tuning’ and Imogen settings are both now retained when a new version of a Needs Profile is uploaded.
    • Admin screens: Fixed an issue in the ‘Users’ screen where sorting using either ‘staff name’ or ‘role assigned’ didn’t sort effectively.
    • Admin screens: The button to clone an existing user has been removed as this function is not relevant and was not implemented.
    • Admin screens: Fixed an issue in the ‘Users’ screen where the  Max seats (maximum number of users allowed for an organisation) could be exceed by adding a new user through Admin.
    • Security: Fixed an issue where a brand new user had to enter their login details twice to access the system for the first time (due to their browser cache being empty).

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Version 2025.2

  • Introducing AI-powered enhancements:

    • Meet IMOGEN - our new AI assistant (Beta) - designed to help SEND teams make faster, more informed decisions.

    • Now available to early adopters, our new AI-driven features offer practical tools to support faster and more robust decision-making: 

      • EHCP Summarisation – Automatically extracts key information from EHCPs, helping assessors complete Needs Profiles with greater speed and consistency. 
      • Automated Rationale Generation – Instantly generate clear, evidence-based funding justifications to support conversations with settings, schools, and parents. 
      • Quality Assurance Tools – AI checks for missing, contradictory, or inconsistent information to improve overall EHCP quality and reduce the likelihood of appeals.

  • Better collaboration across Service Areas:

    • We have updated the system validation for form completion in organisations with multiple service areas. Previously, if a service user had a form completed under one Service Area, only Elevated or Admin users could start a new form for that same service user under a different Service Area. Now, any user with access to the relevant Service Area can initiate a new form for the service user.

  • Stability enhancements:

    • We have made substantial improvements to the software’s stability. You can expect a smoother experience with fewer crashes and interruptions.

  • Resolved issues:

    • Data Explorer (Insights): Resolved an issue with the Variance Reasons insight.
    • Data Explorer (Insights): Added a label in the Accuracy Tab to indicate the panels for ‘residents without a real budget submission’ and ‘residents whose actual budget is acceptable.’
    • Data Explorer (Insights): Updated the guidance on the ‘Forms per user’ insight to state “Total number of forms calculated by each user in your organisation”
    • Data Explorer (Extract): Fixed an issue in the data extract where forms automatically closed during the nightly run were filled with null and are now correctly being filled with ‘Not recorded’.
    • Data Explorer (Extract): Enhanced the data extract to include all historical answers for previous calculations when a form has multiple calculations and this option is selected.
    • Data Explorer (Extract): Added additional validation for the date filter on the data extract screen.
    • Budget Calculations: Implemented validation on the “Finalise now” button in the Form Status model; It is now disabled if there are overdue forms with unanswered questions.
    • Budget Calculations: Added an overdue forms label to the Worklist screen.
    • Budget Calculations: Addressed the problem of forms with unanswered mandatory questions automatically closing during the “Auto-close” nightly run.
    • Budget Calculations: Fixed a problem in the guidance notes where a table was showing a series of single quotes above it.

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Version 2025.1

  • Updates to Needs Profile completion:

    • We’ve made form completion smoother and more intuitive than ever. Here’s what’s new:

      • The navigation pane has moved to the top, keeping everything within easy reach. Jump between sections effortlessly with a click or use your arrow keys for seamless navigation.
      • No more losing your place - the top navigation bar stays in view as you scroll, and your current section is boldly highlighted, so you always know where you are.
      • We’ve introduced a new “Calculate” button available whilst filling-in the ‘Form’ - which takes you straight to the Calculation section and runs the calculation automatically. This is quicker - and makes it clearer that you can calculate results without finalising the form first.

  • Simplified 2FA Login with “Remember Me”:

    • Logging in with two-factor authentication just got easier with our new “Remember Me” feature - which lets you skip the extra step of entering your 2FA code for 30 days on trusted devices.
    • Secure & Convenient – You’ll still need to enter your credentials, but no more 2FA every time you log in!
    • Save Time – Focus on what matters without repeated authentication slowing you down.

  • Auto-Close Feature for Better Data Accuracy:

    • Forms left open indefinitely were impacting data consistency in the Data Explorer tab and increasing unnecessary reassessments within the system. To solve this, we’re introducing the Auto-Close feature.
    • If configured to do so, Forms will now Auto-Close after a set period (configured in your organisation’s Management settings). Forms will automatically calculate and close, ensuring your data stays accurate and up to date.
    • If a form is auto-closed, you’ll see a banner within the calculations toggle of the form.
    • Full Audit Trail – Every auto-close action is logged in the Audit logs, accessible to elevated users for complete transparency.
    • This update helps keep your reports clean, consistent, and reliable—all without extra effort.

  • Resolved issues:

    • Needs Profile completion: Formatting issues within guidance notes were causing Markdown syntax to display incorrectly. This has now been resolved, ensuring a seamless experience for users.
    • Needs Profile completion: Fixed an issue where the inclusion of external site links in question guidance text would disrupt form rendering.
    • Needs Profile completion: ‘Trigger’ questions at the start of autofillable section will no longer show guidance by default - instead, the book icon can be used to collapse/expanded as expected.