How to Add a New Staff Member

Select Staff from your toolbar menu.

This brings you to your Staff management page.

Select Add New towards the right hand side of your screen.

This will bring you to the Create Staff page.

The first section to complete is Staff Details.

There are several sections to complete in Staff Details. Please refer to the table under the image for further information.

This will be the username the staff member will use to log in to the online portal and/or the mobile app. Please ensure this is entered correctly as it cannot be changed once saved.
Enter the staff’s legal name (nicknames or other names should be listed under Preferred Name.)
Select the spoken languages from the drop-down.
Begin typing the staff’s street address and then select the correct address from the drop down menu. To properly geocode the address, please ensure to pick from the dropdown menu. The City, State, and Zip will populate once an address is selected from the list.
Select from one of three categories that this employee will fall under;
1. Contractors
2. Employees
3. Volunteers
Female will display the female gender symbol on the staff's homepage

Male will display the male gender symbol on the staff's homepage

Choose Not to Answer and Non-Binary will show no symbol on the staff's homepage
Select the job title from the dropdown menu

*If you need to add a new job title you can do that in Admin > Job Titles > Add New
Select Field Staff or Office for Group.

Field Staff only have access to the mobile app.

Office members have access to both the mobile app and the online admin portal.
*Not required

Select the applicable Office Roles, multiple can be selected. This will determine the permissions level of the staff.

This section can be left blank.
Select the status of the staff member.
Select the date the status is applicable.

You can set effective dates in the future.

For example, you can set a staff member to Active status and set the effective date in the future if they are not starting the same day as profile creation.
Select the services that this staff will be providing.

This ensures that the staff can be paid for the selected services and scheduled for the selected services.
Select the office(s) that this staff will be associated with.
If one office is selected this section will automatically populate.

If more than one office is selected, please choose the Home Office from the dropdown menu.
Enter staff’s date of birth
*Not required If this staff member is assigned a scheduler, you may select from this menu
*Not required If this staff member is assigned a nurse supervisor, you may select from this menu
Instantly check exclusions by clicking this button

Click Save and Continue to move to next section.

The following section is Addresses.

This section will automatically populate with the address entered at the beginning under Demographics.

To add a new address click Add New.

In the Add New Address window;

Select the Address Type from the dropdown menu
Enter the Street address and select from the dropdown menu that will populate as you enter the street address
Optional information to enter;
Notes
Selecting if the address is Primary address
Once complete, click Submit

Click Save and Continue to move to next section.

The following section is Phone Numbers.

To add a new Phone Number, click Add New.

This will open the Add new phone number window

Select the type of phone (such as work, cell, or home)
Enter the phone number
Select if this is the primary number for the staff (there can only be one primary phone number)
Click Submit to save the number

Click Save and Continue to move to next section.

The following section is Email Addresses.

You will see this section is populated with the email address entered under Staff Details as the Username. This email will act as both the point of contact and the username for logging into the mobile app and/or the online admin portal.

If you would like to add a new primary email (this will NOT change the login email aka the Username) click Add New

This will open the Add New Email window.

Select the Type of email (primary or alternative). The primary email will display on the staff’s homepage. This does not change the log in email address aka the Username.
Enter the email address under Address:
Once complete, click Submit

Click Save and Continue to move to next section.

The following section is Payroll Details. There are no required answers on this page.

Once the employee’s information is entered, click Save and Continue to move on to the next section.

The following section is Job Details.

Please see the image and table below for more information on Job Details. There are no required answers on this page.

Team = The team is selected from the Offices the employee belongs to. This can be used for reporting or tagging purposes.
Hire Date = Enter the hire date of the employee.
Hiring Source = Select the hiring source for this employee, this list can be added to via Admin > Hiring Sources.
Termination Date = Applicable in the future is staff member is terminated.
Termination Reason = Applicable in the future is staff member is terminated. This list can be added to via Admin > Termination Reasons.
Desired Hours = How many hours per week is the staff member looking to work? (This will display on the client's profile home screen.)
Car = Does the employee have a car?
Willing to Transport? = Answering yes to Car will trigger Willing to Transport? Select Yes only if the staff member can transport a client in their vehicle.
Tolerates dog = Is the employee able to work in a household with a dog(s)? This will trigger a warning if you attempt to schedule a staff who does not tolerate dogs with a client who has a dog.
Tolerates cat = Is the employee able to work in a household with a cat(s)? This will trigger a warning if you attempt to schedule a staff who does not tolerate cats with a client who has a cat.
Tolerates smoke = Is the employee able to work in a household with smoking present? This will trigger a warning if you attempt to schedule a staff who does not tolerate smoking with a client who smokes.
Home Care Worker Registry Opt Out = This defaults to no.
NPI = Enter in the staff NPI if avialble. This is not a required area but maybe needed to EVV.

Click Save and Continue to move to next section.

The next section is Login Details. This applies to staff who will access the admin portal and/or the mobile app.

The image below is how the page will look initially.

Email will automatically populate with the email address entered under Staff Details.

Login Status is pending. There are 3 options for Login Status.

Pending – the invite to set up credentials has not yet been sent

Allowed – this permits active staff members access to the admin portal and/or the mobile app.

Denied – this prevents active staff members from accessing the admin portal and/or the mobile app.

The IVR ID is what staff members will use if they utilize telephony to clock in/out of shifts. This ID cannot be changed, it is system assigned.

To activate a staff member’s access to the admin portal and/or the mobile app, select Allowed from the Login Status dropdown menu.

Next, click Invite. This will trigger an email to be sent to the staff member. They will need to click the link and follow the directions to set up a password. Please remember their email is their username.

Click Save and Continue to move to the final section, Special Instructions.

This section allows you to free type any information you want to readily view from the staff profile homepage. This could include details on schedule availability (such as not being available after 3:00 pm e/o Thursday,) or working restrictions (such as clients must be on a bus route.)

Click the blue Save button to submit all information and you will be automatically directed to the staff’s newly created profile!

How to Add a New Staff Member

Adding a new staff member is a quick and seamless process.