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
- Navigate to Team in the main menu
- Click on a team member's name to open their profile
- Or use Search to find specific team members
2. Update Personal Information
- Click Edit Profile button
- Update Contact Information:
- Current address
- Phone number
- Email address
- Emergency contact
- Update Employment Details:
- Employment status
- Direct deposit information
- Tax withholding preferences
- Click Save Changes
3. Manage Schedule and Availability
- Click Schedule tab
- Update Working Hours:
- Set weekly schedule grid
- Define preferred start/end times
- Set maximum hours per day/week
- Update Availability Preferences:
- Days of week available
- Preferred shift times
- Weekend/holiday availability
- Update Travel Preferences:
- Maximum travel distance
- Geographic service area
- Click Save Schedule
4. Track Time and Hours
- Click Wages & Hours tab
- Clock In/Out:
- Click Clock In at service start
- GPS location is automatically recorded
- Click Clock Out at service end
- View Time Logs:
- Select pay period from dropdown
- Review daily hours and totals
- Check overtime calculations
- Submit Time Corrections:
- Click Request Edit for corrections
- Provide explanation for changes
- Submit for admin approval
5. Upload and Manage Documents
- Click Documents tab
- Upload New Document:
- Click + Upload Document
- Select document type
- Choose file (PDF, JPG, PNG under 10MB)
- Add expiration date if applicable
- Click Upload
- View Existing Documents:
- Click View to preview
- Click Download to save locally
- Check expiration status indicators
6. Submit Schedule Requests
- Click Schedule Requests tab
- Request Time Off:
- Click Request Time Off
- Select date range
- Choose full day or partial day
- Provide reason
- Submit request
- Request Schedule Changes:
- Click Request Schedule Change
- Select affected dates
- Specify desired changes
- Submit for approval
7. Add Staff Notes (Admin Only)
- Click Notes tab
- Type new note in text area
- Click Add Note
- 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