The Body Maps feature lets care staff visually record and track physical concerns on a service user's body. Available on both web and mobile, it improves care accuracy and team communication. Users can select a body part, mark the issue, and add notes, making monitoring and describing physical changes easier.
Demo video
Setup
⚠️ Important: Only tenant administrators can configure the body map setup.
To set up the body map configuration, follow these simple steps.
Click the three-line menu.
Click Configuration, then click Services.
Select the relevant service.
Click Body Maps.
Select which areas you want to show on the form and which concerns you want such as blisters.
To add a new concern, click New Condition/Concern.
Add body maps to forms
When you create a new form in the fields section, you'll see body maps. Drag this to the relevant place on the form.
Complete a body map
Once the body map field has been added to the form you'll be able to complete the body map on either the web version or the mobile app by following these steps.
Select the body map field.
Select the body part and choose the orientation, for example, the left leg.
Select the area of concern and choose the concern from the dropdown.
Add notes, then complete the rest of the form and click Submit.
You can also edit body map entries and add more by clicking Add Body Map.
Troubleshooting — body map not appearing in the form builder
If you open the form builder (Configuration > Forms > New Form or Edit Form) and cannot see the body map component in the fields list, work through these checks.
Check 1 — Confirm the service has body map configured. The body map component in the form builder will only appear after body map has been set up for at least one service. Go to Configuration > Services, select the relevant service, and click Body Maps. If no concerns or body parts have been added, the component will not be available. Complete the setup steps above, then return to the form builder.
Check 2 — Confirm you are running server version 8.2.3 or above. Body Maps for Forms was introduced in ACP Server 8.2.3. If your environment is on an older server version, the component will not be available. Contact your Account Manager if you are unsure which server version you are on.
Check 3 — Confirm the mobile app is version 7.6.0 or above. Body Maps are available on the mobile app from version 7.6.0 (iOS and Android). On versions below 7.6.0, the body map component will appear as raw JSON when a form is opened. Advise carers to update the app. Tenant Administrators can enforce a minimum version via the App Upgrade Policy in tenant preferences.
Known issue (resolved in 8.2.3): In earlier releases of 8.2.3, the Body Maps pill appeared under Services even when the feature had not been fully enabled. If you see the Body Maps menu item but the component is still not appearing in the form builder, try adding at least one concern in the body map setup, saving, and then refreshing the form builder.
If the body map component is still not appearing after completing all checks, raise a support case via the Access Digital Assistant. Include your server version, the service name, and a description of what you see in the form builder.
New accident and incident form
A revised version of the Accident/Incident Form is now available, featuring a Body Map component to enhance the accuracy and detail of incident reporting.
Customers who wish to use the updated form can import it into their own Tenants. The form is provided in JSON format and can be downloaded here. To import the new form, follow this handy guide.
Reports
Access Care Planning's custom reporting tools allow administrators to include Body Map data in tailored reports. This enables services to track trends, monitor care quality, and support auditing processes. The following Body Map fields can be added to custom reports:
Body Map – Body Part
Body Map – Type of Concern
Body Map – Body Map Notes
Body Map – Affected Area(s)
Field Configuration
You can add Body Map fields as columns in your report to display detailed submission data, including visual or descriptive elements. For example, adding "Body Map – Type of Concern" shows specific concerns like "Bruising" or "Burn(s)".
Conditional Formatting
Highlight key data using conditional formatting. This helps flag high-risk concerns (e.g., "Pressure Ulcer" in red), missing notes, or group similar issues visually, like colouring entries involving the head or torso.
Filter Configuration
Use filters to refine reports by body part, concern type, or keywords in notes. Combine filters for targeted insights, e.g., all "Burn(s)" on the "Upper Arm" with notes mentioning "blister".
Body map submissions report
We have created a built-in report for body map submissions. This can be found by following these simple steps:
Click the three-line menu, then click Reports.
Under Other Reports, select Body Map Submissions.
This report shows all body map entries from selected forms. It includes:
Form Name.
Form Submission ID.
Component Label.
Case Name.
Case ID.
Form Submitted Date.
Form Submitted By.
Form Updated Date.
Form Updated By.
Body Map Image.
Body Map Concern.
Body Map Notes.
Body Map Affected Area.
This report is useful for audits, tracking trends, and quality checks.
General FAQs
Why does the Body Map component show as raw JSON on my mobile device?
If you're seeing raw JSON instead of a body map in a form, it's likely because you're using a version of the Access Care Planning mobile app prior to 7.7.0 (e.g., 7.5 iOS). The body map feature is only supported starting from the mobile app version 7.7.0.
What happens if I edit and submit a form with a body map component using an older mobile version?
If you modify the JSON and submit the form from an unsupported mobile version, the body map component disappears from the form on the web side. This is due to how backward compatibility is handled in the system.
Why is the Body Maps pill visible under Services even though Body Maps is not enabled?
This is a known bug in server version 8.2.3. The body maps pill may appear under Services even when the feature is not enabled. However, the functionality is not accessible, as the body map component is not available in the form configuration.
Can I add more than one body map against a body map form component?
Yes. You can add as many entries as needed using the same component.
What happens if an image or concern is removed from the Access Care Planning web console?
Existing body map entries stay the same, but the removed items won't be available for new submissions.
Can I control which body map images users have available?
Yes. Tenant administrators can turn images on or off for each service.
Can I use body map fields in automation rules?
Yes. When setting up or editing an automation rule for a form that includes a body map component, you can use body map fields as triggers or conditions. In the Select Field dropdown under the form components section, the following body map fields are available:
Body Map – Body Part.
Body Map – Type of Concern.
Body Map – Body Map Notes.