Editing Staff Profile and Assignments

After you’ve added the staff needed to the site, you may find over time you also need to make changes to those profiles. The staff profile exists on both the Global and Client levels, so be aware of what level you are making the changes on and what level you need to be at to make the changes you need to make.

Global Staff Profile

From the Global Homepage, go to the Staff tab on the navigation menu and clicking View.

You’re now looking at the Field Staff Index. This page will list all global staff. Find the user you wish to make changes to in the list. At the edge of the index, under the Columns button click the downward facing arrow and then click Edit.

This will open the individual’s Staff Profile page. The top section is for Personal Details. This includes the user’s name, address, DOB, and contact information. The fields highlighted in red are mandatory fields.

Following the personal details section will be the custom fields section. These will be fields that were configured only for your global site. If any of these fields are required, they will be similarly indicated. Otherwise, they are considered optional fields.

Next will be the Traits and Certifications sections. These may or may not be in use on your site. If they are not being used, you will not see these sections on the profiles. Traits and Certifications are created on the global level and assigned to staff users. You may be able to assign traits individually or by groups (a cluster of associated traits). Assign Trait Groups by clicking Assign Traits.

Assign and unassign individual traits by clicking the checkbox next to the desired selection.

Certifications are assigned and unassigned with a checkbox selection as well. If it is required, you will also be asked to enter an expiration date.

Next is Account Info, Payroll Info (if using), and Photos. You can edit the user’s Portal Login, but will have no access to their password. Their Payroll ID info is found here if your program is using claims. You may also upload headshots if needed.

The next section covers the user’s assignments. This section will cover all clients, all client programs, all client markets, and all client position types. Each of these lists will be broken down by client. Assign or unassign from any of these options by clicking the checkbox.

The next section allows you to optionally assign specific locations to the user. This will allow them to select from a short list of locations if the user is allowed to create staff-created ad-hoc events. Any locations that the user is already assigned to will be listed at the top of this section. You can unassign any location by selecting the checkbox and then clicking the garbage can icon.

To add new locations to the user’s profile, use the search box to find any location that has already been added to the system. You can search by Market, Location Name, Location Street Address, City, State, or Location Type. Then choose the appropriate location from the search results by selecting the checkbox(es). Once you have the location selected, click Add Selected. The new locations will now display in the User Locations list.

The final section on the profile page is Claim Type Rates. This section will only apply to sites that are using the payroll features. The Claim Type Rates allows for client and program specific rates to be associated to the user. Perhaps the staff user has a second language or certification that makes them especially valuable, you may wish to change their pay rate for a specific program or client without increasing the global rate to all staff. Enter the staff user’s specific rate in the field next to the claim type. Any changes here will override global, client, or program level rate settings.

Once you have edited any/all of the fields you want, click Save Staff Profile. All changes will now display on the Staff Profile for both management users and the staff user to see.

Client Staff Profile

From within the client site, go to the Staff tab on the navigation menu and clicking View.

You’re now looking at the Field Staff Index. This page will list all global staff. Find the user you wish to make changes to in the list. At the edge of the index, under the Columns button click the downward facing arrow and then click Edit.

This will open the individual’s Staff Profile page. The top section is for Personal Details. This includes the user’s name, address, DOB, and contact information. The fields highlighted in red are mandatory fields.

Following the personal details section will be the custom fields section. These will be fields that were configured only for your global site. If any of these fields are required, they will be similarly indicated. Otherwise, they are considered optional fields.

Next will be the Traits and Certifications sections. These may or may not be in use on your site. If they are not being used, you will not see these sections on the profiles. Traits and Certifications are created on the global level and assigned to staff users. You may be able to assign traits individually or by groups (a cluster of associated traits). Assign Trait Groups by clicking Assign Traits.

Assign and unassign individual traits by clicking the checkbox next to the desired selection.

Certifications are assigned and unassigned with a checkbox selection as well. If it is required, you will also be asked to enter an expiration date.

Next is Account Info, Payroll Info (if using), and Photos. You can edit the user’s Portal Login, but will have no access to their password. Their Payroll ID info is found here if your program is using claims. You may also upload headshots if needed.

The next section on the page is Assignments. Changes made to this section will apply only to the client level. You will be able to adjust Program, Market and Position assignments for this client. Assign or unassign from any of these options by clicking the checkbox.

Note: To unassign the user from the client altogether, please go to the Global Staff Index and edit the profile from there.

The next section allows you to optionally assign specific locations to the user. This will allow them to select from a short list of locations if the user is allowed to create staff-created ad-hoc events. Any locations that the user is already assigned to will be listed at the top of this section. You can unassign any location by selecting the checkbox and then clicking the garbage can icon.

To add new locations to the user’s profile, use the search box to find any location that has already been added to the system. You can search by Market, Location Name, Location Street Address, City, State, or Location Type. Then choose the appropriate location from the search results by selecting the checkbox(es). Once you have the location selected, click Add Selected. The new locations will now display in the User Locations list.

The final section on the profile page is Claim Type Rates. This section will only apply to sites that are using the payroll features. The Claim Type Rates allows for client and program specific rates to be associated to the user. Perhaps the staff user has a second language or certification that makes them especially valuable, you may wish to change their pay rate for a specific program or client without increasing the global rate to all staff. Enter the staff user’s specific rate in the field next to the claim type. Any changes here will override global, client, or program level rate settings.

Once you have edited any/all of the fields you want, click Save Staff Profile. All changes will now display on the Staff Profile for both management users and the staff user to see.