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