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How to Manage Team Member Profiles

20 min read Step-by-Step Guide

How to Manage Team Member Profiles

Update team member information, track time, and manage schedules through the self-service portal.

What You'll Do

Navigate team member profiles to update information, manage schedules, track time, and handle documents.

Before You Start

Ensure you have:

  • Proper access permissions (Admin for all profiles, Staff for own profile)
  • Updated contact information
  • Required documents ready for upload
  • Current schedule preferences

Steps

1. Access Team Member Profiles

  1. Navigate to Team in the main menu
  2. Click on a team member's name to open their profile
  3. Or use Search to find specific team members

2. Update Personal Information

  1. Click Edit Profile button
  2. Update Contact Information:
    • Current address
    • Phone number
    • Email address
    • Emergency contact
  3. Update Employment Details:
    • Employment status
    • Direct deposit information
    • Tax withholding preferences
  4. Click Save Changes

3. Manage Schedule and Availability

  1. Click Schedule tab
  2. Update Working Hours:
    • Set weekly schedule grid
    • Define preferred start/end times
    • Set maximum hours per day/week
  3. Update Availability Preferences:
    • Days of week available
    • Preferred shift times
    • Weekend/holiday availability
  4. Update Travel Preferences:
    • Maximum travel distance
    • Geographic service area
  5. Click Save Schedule

4. Track Time and Hours

  1. Click Wages & Hours tab
  2. Clock In/Out:
    • Click Clock In at service start
    • GPS location is automatically recorded
    • Click Clock Out at service end
  3. View Time Logs:
    • Select pay period from dropdown
    • Review daily hours and totals
    • Check overtime calculations
  4. Submit Time Corrections:
    • Click Request Edit for corrections
    • Provide explanation for changes
    • Submit for admin approval

5. Upload and Manage Documents

  1. Click Documents tab
  2. Upload New Document:
    • Click + Upload Document
    • Select document type
    • Choose file (PDF, JPG, PNG under 10MB)
    • Add expiration date if applicable
    • Click Upload
  3. View Existing Documents:
    • Click View to preview
    • Click Download to save locally
    • Check expiration status indicators

6. Submit Schedule Requests

  1. Click Schedule Requests tab
  2. Request Time Off:
    • Click Request Time Off
    • Select date range
    • Choose full day or partial day
    • Provide reason
    • Submit request
  3. Request Schedule Changes:
    • Click Request Schedule Change
    • Select affected dates
    • Specify desired changes
    • Submit for approval

7. Add Staff Notes (Admin Only)

  1. Click Notes tab
  2. Type new note in text area
  3. Click Add Note
  4. Notes are date-stamped and stored permanently

Verification

  • Profile changes are saved and visible
  • Schedule updates appear in calendar
  • Time entries are recorded correctly
  • Documents are uploaded and accessible
  • Requests show "Submitted" status

Common Issues

Can't edit profile information

  • Check access permissions
  • Verify you're logged in correctly
  • Contact admin if fields are locked

Time tracking not working

  • Enable location services
  • Check internet connection
  • Verify clock in/out within service area

Document upload fails

  • Check file size (under 10MB)
  • Use supported formats (PDF, JPG, PNG)
  • Verify internet connection stability

Key Features & Benefits

Self-Service Portal

  • Update personal information independently
  • Manage schedule preferences
  • Track time and earnings
  • View performance metrics

Time Management

  • GPS-verified clock in/out
  • Automatic overtime calculation
  • Mobile-friendly interface
  • Real-time hour tracking

Document Management

  • Secure HIPAA-compliant storage
  • Expiration date tracking
  • Easy upload and preview
  • Mobile document capture

Schedule Flexibility

  • Request time off online
  • Submit schedule changes
  • View approved requests
  • Calendar integration

Communication Tools

  • Internal notes system
  • Request status tracking
  • Notification preferences
  • Admin messaging

Performance Tracking

  • Time and attendance reports
  • Service completion metrics
  • Achievement recognition
  • Professional development tracking

Ready to Get Started?

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