How to Add a New Team Member
15 min read
Step-by-Step Guide
How to Add a New Team Member
Add coaches, administrators, and support staff to your EmpowerHub team in 5 simple steps.
What You'll Do
Create a complete team member profile with employment details, service specializations, and scheduling preferences.
Before You Start
Have ready:
- Team member's government-issued photo ID
- Employment eligibility documentation (I-9 forms)
- Professional certifications and licenses
- Emergency contact information
- Banking information for direct deposit
Steps
1. Start Team Member Creation
- Navigate to Team from the main menu
- Click + Add Team Member
2. Enter Personal Information
- Enter Full Legal Name (exactly as shown on ID)
- Enter Professional Email Address
- Enter Date of Birth (MM/DD/YYYY)
- Select Gender (for client matching)
- Enter Current Address (complete with apartment/unit)
- Enter Phone Number for emergency contact
- Add Emergency Contact name and phone number
- Click Next Step
3. Configure Employment Details
- Select Employment Type:
- Full-time (30+ hours/week)
- Part-time (under 30 hours/week)
- Contract worker
- Temporary/seasonal
- Enter Start Date
- Set Hourly Wage or Salary
- Add Direct Deposit Banking Details
- Configure Tax Withholding Preferences
- Set Benefits Eligibility Status
- Click Next Step
4. Set Access Levels and Permissions
- Choose Access Level:
- Super Admin (full system access)
- Admin (management functions)
- Staff (standard care provider access)
- Limited (specific role access)
- Review Automatic Permission Assignments
- Configure Two-Factor Authentication
- Set Password Requirements
- Click Next Step
5. Configure Services and Specializations
- Select Service Categories:
- Personal care assistance
- Medication management
- Behavioral support
- Life skills training
- Community integration
- Physical therapy
- Occupational therapy
- Speech therapy
- Nursing services
- Mental health support
- Upload Certification Documents
- Set Hourly Rates for each service type
- Configure Rate Differentials (weekend/holiday)
- Click Next Step
6. Set Schedule and Preferences
- Configure Working Hours:
- Regular weekly schedule
- Preferred start/end times
- Maximum hours per day/week
- Set Availability Preferences:
- Days of week available
- Preferred shift times
- Weekend/holiday availability
- Configure Travel Preferences:
- Maximum travel distance
- Transportation method
- Geographic service area
- Set Client Matching Preferences:
- Age groups (children, adults, seniors)
- Disability types
- Languages spoken
- Cultural competencies
- Click Create Team Member
Verification
- New team member appears in team list
- Profile status shows "Active"
- Login credentials are generated
- All certifications are uploaded
- Schedule preferences are saved
Common Issues
System access problems
- Verify email address accuracy
- Check password reset functionality
- Confirm permission level assignments
- Test two-factor authentication setup
Schedule conflicts
- Review availability preferences
- Check for overlapping commitments
- Verify geographic service limitations
- Coordinate with existing staff schedules
Certification issues
- Upload clear, legible documents
- Verify expiration dates
- Track continuing education progress
- Schedule required training sessions
Key Features & Benefits
Comprehensive Profile Management
- Complete employment documentation
- Certification tracking with expiration alerts
- Performance evaluation integration
- Professional development planning
Smart Client Matching
- Skill-based assignment recommendations
- Language and cultural preferences
- Age group and disability type matching
- Geographic optimization
Flexible Scheduling
- Customizable availability preferences
- Shift pattern configuration
- Travel distance optimization
- Emergency coverage management
Compliance and Security
- Background check integration
- Health and safety requirements
- Document expiration tracking
- Audit trail maintenance
Advanced Features
- Performance metrics tracking
- Automated renewal reminders
- Two-factor authentication
- Role-based access controls
- Mobile app integration