Add a New Staff Member to ShiftCare
The primary steps are outlined in this article. Here is a refresher:
Navigate to Staff > List.
Click Add Staff on the top right.
Put in as much information as you have available, noting that First/Last Name and Email are required fields.
Ensure the Send Onboarding Email tick box is ticked.
*(Optional) Tick the Invite Staff Via SMS button as needed.
Click Create.
Your staff will receive the following email:
When your staff clicks on the Accept Invitation link, they will be presented with the following form:
They will have the opportunity to update any of the information that needs changing before clicking Next.
Once they click Next, they will be able to set their password:
They will then be able to upload a profile picture and input About Me information:
Once submitted, the staff will be instructed to download the ShiftCare App using the QR codes displayed on the screen. They will also be provided with a training guide to help them navigate the app.
Once a staff member has submitted the form, you will receive a notification via the software that they have done so. You can also receive an email notification by enabling the feature in your staff profile. See Email Notifications for more info.
Staff can also upload their own documentation after setting up by navigating to the My Documents section within the app. Instructions can be found here.
Mark Staff as Active
Once staff have filled out the form (and uploaded the necessary documents), you will be able to check the staff details and mark them as Active.
Note that they will still have full access and usability of ShiftCare even if they're not active. This is just a flag to ensure their profile is set up perfectly before marking them as Active.
Here are the steps:
Navigate to Staff > List.
Change the Status drop-down to Pending Review.
Tick the staff on the left you wish to mark as active.
Click Bulk Update on the top right and Update all to Active.
*This symbol (green check in front of a person) means a staff member is marked as active.
Setting Essential Dates
You can set a Joined Date and a Review Date to track important milestones for each staff member. The Created At date (when the account was created) is fixed and cannot be edited.
Staff review dates can be monitored by navigating to Staff > List. Hover over the date to see how many days are left before it expires.
Resend Onboarding Email
Resending to an Individual
Navigate to Staff > List.
Click the staff member's name you wish to resend the email to.
On the staff details page, click Manage and select Resend Onboarding Email.
Bulk Resend
Navigate to Staff > List.
Tick the staff on the left you wish to resend the email to.
Click Bulk Update on the top right and select Resend Onboarding Email.
Frequently Asked Questions (FAQs)
Why can’t I see the “Resend Onboarding Email” option on the staff details page?
The Resend Onboarding Email option is only available while the staff member is still completing the onboarding process.
If the staff member has already accepted the invitation and completed onboarding, their account status will change to Active, and the Resend Onboarding Email option will no longer appear.
If the staff member is having trouble accessing their account after onboarding, please refer to this guide: Can’t Log In to ShiftCare? (Mobile or Web)
Can I change the email address for a staff member who hasn’t accepted their invitation yet?
Yes, you can update the email address before the staff member completes onboarding.
To do this:
Go to the Staff Profile.
Navigate to Demographic Details.
Edit the email address.
Click Update.
After updating the email, a prompt will appear asking if you would like to resend the invitation email to the new address.
For further assistance with Staff Onboarding, please contact our Support team using online chat when you're logged into ShiftCare, or email our Support team at support@shiftcare.com.