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Create Administration Staff

Full process to create an Admin Staff Member - i.e. someone who do not attend visits

K
Written by Karl
Updated over 4 years ago

The process below describes adding an administrator, scheduler or other staff who need access to Careflo but do not attend visits like a support worker will do.

To create a support worker instead follow steps here: https://intercom.help/careflo/en/articles/3466973-create-support-worker

To create a new administration/scheduler/other user login navigate to:

Staff > Candidates > Add Staff Member

  1. Add Admin Staff

Open the Staff Menu.

  • Buttons link to lists of Staff types – Staff, Candidates and Support Workers – and the Support Worker Map.

  • To return to Careflo’s home page, press the purple Home button.

From the menu, go to Staff > Add Staff Member.

Existing Staff are displayed in this screen. The list can be filtered by status, i.e. Active or All. If viewing a filtered list, press All to see the entire staff list.

Press Add Staff Member to create a new Staff member. The Add Staff Member form is displayed. Mandatory fields are highlighted in red and turn green once completed.

  • Enter the First Name, Last Name, Email Address for the Candidate.

  • Complete Mobile Phone Number and / or Phone Number. 

  • Careflo will assign a reference code to this new Staff Member. If you want to alter the beginning of the code, you can add a prefix by typing into the Code Prefix box.

  • Press Submit to save the Staff Member. The Staff Member list will be displayed.

  • Note that the Staff Member shows flags highlighting missing information.

Click the Staff Member to open the profile and press Update to enter missing details. Submit to save changes.

2. Connect Staff Members as Users
From the Admin menu, go to System and select Users. New staff members will be displayed:

Click the Staff Member to open the profile.

The following fields are available on this screen:
Reset Password: Managers can reset this user’s password here. Their current password will be disabled and a new temporary password will be emailed to them.
Make Primary: If this person is the main Careflo Administrator, click this button. This is typically the Business Owner. If you select this option, Careflo will alter their permissions to give full access and make them the primary account.
Disable: Disable a user to block their access to Careflo.
Remove: Removes a user from Careflo.
Update Details: Update User’s Name, Email and Phone Numbers.
Quick Permissions: Provides quick access to User Permissions. More information about Permissions is covered in the following section. 

3. Adjust User Permissions

Users > Permissions > Quick Permissions

A new User does not have permissions to work in Careflo. The Quick Permissions section of their User Profile allows you to assign permissions by Module. You can assign one of the following permission levels:
Read Only – provides view only access to a module, but no changes can be made
Read and Write – allows the user to make changes to Careflo in the selected module
Advanced – manager permissions (full access) to the selected module

The Permissions for a new user are shown like this: 

To make changes, click the radio button next to the permission level for the module you wish to assign for the user.

Example: Support Coordinators / Case Managers work in the office managing Service Users and do not conduct service visits to client (Service Users). Minimum recommended permissions for a Support Coordinator would be as follows:

A Support Worker who performs client visits and is not based in the office will access Careflo using the Support Worker App, and therefore will only require access to that item. This is covered in more detail in the Support Worker section of this document.

4. Complete Checklist for each Staff Member

Staff > Open Staff Member > Scroll down to Checklist

This checklist requests information that is relevant to any employee. To locate it, from the Support Worker Details screen click the Staff Details button. Scroll down to see the checklist, which may look similar to this:

NOTE: Neither checklist triggers or halts any business processes for this Support Worker, however it is good practice to complete the items on the lists.

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