Adding Team Members
AdministratorsTeam Management
Create staff profiles with qualifications and get them ready to work.
Before You Begin
Have ready:
- Team member's full name and email
- Phone number
- Start date
- Pay rate
- Service types they're qualified for
Two Methods
| Method | Plan | Process |
|---|---|---|
| Quick Add | Grow | Create account immediately, no paperwork |
| Quick Onboard | Scale | Full onboarding with e-signatures |
Quick Add (Grow Plan)
Fast setup without digital onboarding:
Steps
- Go to Team → + Add Team Member
- Enter basic info:
| Field | Required | Notes |
|---|---|---|
| First Name | ✓ | Legal name |
| Last Name | ✓ | Legal name |
| ✓ | Must be unique | |
| Phone | For notifications |
-
Set access level:
- Staff — Field workers
- Admin — Office staff
-
Add employment details:
- Start date
- Pay rate
- Pay type (Hourly/Salary)
-
Select Specialities (service types)
-
Click Create Team Member
What Happens
- Account created immediately
- Welcome email sent with login link
- Ready for appointment assignment
Quick Onboard (Scale Plan)
Full compliance with e-signatures:
Step 1: Start Onboarding
- Go to Team → + Add Team Member
- Select Quick Onboard
Step 2: Enter Details
| Field | Required |
|---|---|
| Name | ✓ |
| ✓ | |
| Phone | ✓ |
| Position | ✓ |
| Start Date | ✓ |
| Pay Rate | ✓ |
| Access Level | ✓ |
| Specialities | ✓ |
Step 3: Send Invitation
Click Send Onboarding Invitation
What Candidate Does
They receive email to complete:
- I-9 Form (Section 1)
- W-4 Form
- HIPAA Acknowledgment
- Direct Deposit Form
- Driver's License Upload
- Profile Photo
What You Do
After candidate completes their tasks:
- Verify Identity — Match I-9 documents
- Complete I-9 Section 2
- Run Background Check
- State New Hire Reporting
- Click Complete Onboarding
Account is created automatically.
Setting Specialities
Specialities determine which clients staff can serve:
| Code | Service |
|---|---|
| CE | Community Engagement |
| SH | Specialized Habilitation |
| SFC | Staff/Family Consultation |
| STAB | Stabilization |
- In team member profile
- Check applicable specialities
- Save changes
Important: Staff can only be assigned to clients with matching service types.
Access Levels Explained
| Level | Role | Capabilities |
|---|---|---|
| Admin | Office staff | Manage clients, team, schedule, reports |
| Staff | Field workers | Own schedule, clock in/out, appointments |
See Understanding Access Levels for details.
After Adding
Complete these immediately:
- Set working hours
- Upload certifications (CPR, First Aid)
- Add emergency contact
- Review and confirm details
Tips
- Use legal names — Must match ID documents
- Verify email — Typos prevent account access
- Set specialities first — Required for scheduling
- Start with Staff level — Promote to Admin only if needed
Troubleshooting
"Email already exists"
The email is already in the system:
- Search for existing profile
- Use different email
Invitation not received
- Check spam folder
- Verify email spelling
- Click Resend Invitation
Can't assign to appointments
Check that team member has:
- At least one speciality
- Working hours set
- Active status
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