DoLS Tracker: A Register Template for Authorisation Expiry Dates
A lapsed DoLS authorisation is one of the most common — and most avoidable — findings in care home inspections. Here’s what a working DoLS register actually needs to track, and why relying on memory or a diary reminder isn’t enough.
Free tool: Free DoLS renewal date register — log each resident’s DoLS expiry date and see exactly when to request renewal — no account needed.
Under the Mental Capacity Act 2005, a standard Deprivation of Liberty Safeguards (DoLS) authorisation can run for up to 12 months, with the exact duration set by the supervisory body based on individual circumstances. Once it expires, the legal basis for the restriction ends — there is no grace period. The gap between “we know the renewal is coming” and “we actually submitted it before expiry” is where most DoLS failures happen, and it’s almost always a tracking problem, not a knowledge problem.
What a DoLS Register Needs to Record
A working register is more than a spreadsheet of names. For every person subject to DoLS, it needs to capture enough detail that anyone on the team — not just whoever set it up — can see status at a glance:
| Field | Why it matters |
|---|---|
| Authorisation type (standard or urgent) | Urgent authorisations expire in days, not months — mixing them into one view without flagging type risks a much shorter deadline being missed |
| Grant date and expiry date | The core tracking fields — everything else supports these two dates |
| Supervisory body reference | Needed to chase status or query a delayed renewal decision |
| Renewal application submitted date | Evidence that action was taken before expiry, not just that the date was known |
| Conditions attached to the authorisation | Many authorisations carry specific conditions — inspectors check these are being met and evidenced, not just that the authorisation exists |
| Linked MCA assessment and best-interest decision | An authorisation without a supporting assessment on file is a common inspection finding |
Why “We Have a Diary Reminder” Isn’t a System
A single calendar reminder set by one person breaks the moment that person is on leave, changes role, or simply misses a notification among dozens of others. A register that every relevant staff member can see — filtered to show what’s due in the next 30, 60 and 90 days — removes the single point of failure. It also gives you something a diary reminder can’t: a complete, exportable record you can hand an inspector showing every authorisation was tracked and renewed on time, not just the current ones.
✗ Reminder-based tracking
One person sets a calendar alert. If they’re off when it fires, or the renewal takes longer than expected, the authorisation can lapse with nobody aware until an inspector — or worse, a family member — asks.
✓ Shared register with expiry views
Every authorisation is visible to the whole senior team, sorted by days-to-expiry, with renewal submission dates logged as evidence that action was taken in time.
Urgent authorisations need separate tracking
An urgent authorisation lasts a maximum of 7 days, extendable once by a further 7 days while the standard application is processed. If your register treats every authorisation the same way, an urgent one can lapse in under two weeks without the team realising the clock was running so much faster.
What Inspectors Actually Check
During inspection, expect DoLS records to be sampled directly — inspectors will pick specific individuals and check that the authorisation is current, that the renewal application (if applicable) was submitted before expiry, and that the underlying MCA capacity assessment and best-interest decision are on file and consistent with the authorisation. A register that only shows “authorised: yes/no” without dates and linked assessments won’t hold up to this level of scrutiny.
DoLS and MCA tracking in one place
CQCLogic’s DoLS / MCA Tracker manages authorisation expiry dates alongside Mental Capacity Act assessments and best-interest decisions in one place — so renewal deadlines, conditions, and the supporting assessment for every person are never separated across different files. See the full feature or view a sample plan.
Summary: What a Complete DoLS Tracking System Must Include
- Authorisation type recorded separately for standard vs urgent, given the very different expiry windows
- Grant date, expiry date, and supervisory body reference for every authorisation
- Renewal application submission date logged as evidence, not just the outcome
- Conditions attached to each authorisation tracked and evidenced, not just noted once
- A linked MCA capacity assessment and best-interest decision for every authorisation on file
- Visibility across the senior team, not dependent on one person’s calendar
- A due-in-30/60/90-days view so renewals are actioned well ahead of expiry
Frequently Asked Questions
What happens if a DoLS authorisation expires?
Once a standard authorisation expires, the legal basis for depriving the person of their liberty ends immediately — continuing to restrict them without a valid authorisation is unlawful. In practice this means submitting a renewal application well before the expiry date, since supervisory bodies rarely process same-day renewals and a gap in authorisation is treated as a serious safeguarding and compliance failure.
How long does a DoLS authorisation last?
A standard authorisation can last up to 12 months, though the supervisory body sets the exact duration based on individual circumstances and can grant a shorter period. Urgent authorisations last a maximum of 7 days, extendable once by a further 7 days while the standard application is processed.
Who is responsible for tracking DoLS renewal dates?
Legal responsibility for applying for renewal sits with the managing authority — typically the registered manager or a delegated senior — not the local authority supervisory body, which only processes what it receives. A central DoLS register with expiry dates is what prevents this responsibility from depending on one person’s memory.
Does CQC check DoLS records during inspection?
Yes. Inspectors routinely sample DoLS records against Mental Capacity Act assessments and best-interest decisions, checking that authorisations are current, applications were submitted before expiry, and conditions attached to each authorisation are being met and evidenced.
What’s the difference between a DoLS tracker and an MCA assessment record?
A DoLS tracker records authorisation status and dates — when it was granted, when it expires, and whether a renewal is in progress. An MCA assessment record documents the capacity assessment and best-interest decision that justified the deprivation of liberty in the first place. Both are needed, and inspectors expect them to align — an authorisation with no supporting assessment on file is a common finding.