# Customer Service Management : Managing Staff & Access Due to the nature of their business, health care organisations have to manage a large number of staff including full-time employees, part-timers, contractors and volunteers. Ensuring proper management of levels of access is important to ensure your business is not impacted negatively by audits that might uncover ex-employees having access to the private and sensitive client information within Comm.care. Comm.care allows you to easily manage your staff and volunteers, creating users and managing their level of access. Access to information can be granted according to their roles, ensuring they are active members of the care of your clients. This article will provide steps and tips for managing your staff and levels of access. - [1. Getting to the Staff Area in Comm.care](#ManagingStaff&Access-1.GettingtotheStaffAreainComm.care) - [2. Create Users for Your Staff and Volunteers](#ManagingStaff&Access-2.CreateUsersforYourStaffandVolunteers) - [Step 1. Search for registered users](#ManagingStaff&Access-Step1.Searchforregisteredusers) - [Step 2. Create New User](#ManagingStaff&Access-Step2.CreateNewUser) - [Step 3. Add Access to the Organisation](#ManagingStaff&Access-Step3.AddAccesstotheOrganisation) - [3. Manage Staff Access Across Multiple Circles](#ManagingStaff&Access-3.ManageStaffAccessAcrossMultipleCircles) - [4. Find the right staff for a Circle](#ManagingStaff&Access-4.FindtherightstaffforaCircle) - [5. Get staff daily report](#ManagingStaff&Access-5.Getstaffdailyreport) - [6. Remove Members](#ManagingStaff&Access-6.RemoveMembers) - [Step 1. Remove the User from all Circles](#ManagingStaff&Access-Step1.RemovetheUserfromallCircles) - [Step 2. Remove the User from the Organisation](#ManagingStaff&Access-Step2.RemovetheUserfromtheOrganisation) # 1. Getting to the Staff Area in Comm.care All of the staff access is managed in your organisation’s staff area. The quickest way to get there is to click on **Organisations** in the top bar, and then select your organisation. Next, click on **Staff** from the Organisation’s menu at the top. Here you can: (A) Add New Staff to the Organisation (B View and Edit staff’s profile, reset password (C) View and Edit staff’s access to the Organisation and Circles  # 2. Create Users for Your Staff and Volunteers Once you are in the Staff area inside your organisation, click on **Add Member** in the top right to bring up the ‘Add New Member’ wizard. ## Step 1. Search for registered users Enter the staff email address and click **Find** to check if the user is already registered in Comm.care. If there is not a user registered to that email address, click **Create a New User**.  If there is a user registered with that email address, just click on the **Add User** button and go to the next step.  ## Step 2. Create New User You should add relevant information to the user’s profile, such as skills or languages spoken. Comm.care will allow you to search by these types of variables within your staff and volunteers based on the information you enter in their profile. > The best way to identify people is by their face. We encourage you to upload a photo. You can quickly upload a photo by dragging a new one into the circle.  You can enter **certifications** along with their expiration dates like: - NDIS Worker Orientation Module - First Aid Certificate - Disability Work Cert. 3 - Health Services Cert. 3 - Working with Children Check Note: Your staff will be able to add/edit their own certifications so that yor organisations comply with the NDIS quality standards. **Interests** are perfect to better manage and align volunteers with your clients’ interests and hobbies. You can use tags like; - Sports - Photography Each entry has to be separated by commas `,` Use **Skills** for expertise like: - Behaviour Support Expert - Psychosocial Recovery Coaching - 5+ years experience with Support Work Populate other fields like Gender, Languages etc. so that you can filter them through these fields when a new client arrives and match it with their requirements. Note that **Address** and **Telephones** are only shown to users with a Managers role to protect privacy. > _Community Visitor Scheme (CVS)_ > > _The CVS Program Coordinator will match a volunteer with a resident of an aged care facility based on interests, hobbies, backsground and life experiences. You will more than likely need to manage a large number of staff if your organisation is part of_ [_Community Visitors Scheme (CVS)_](https://www.health.gov.au/initiatives-and-programs/community-visitors-scheme-cvs) _under the Australian Government subsidised aged care services._ ## Step 3. Add Access to the Organisation Once the user has been created click **Edit user role** button on the new user and give him or her an appropriate role within the organisation. Check out our document on [Organisation Roles](Organisation%20Roles.md).  **Congratulations!** You have created your first user. Now you can add all the other users for your staff and volunteers. # 3. Manage Staff Access Across Multiple Circles Now that you have created a user for your staff member and given him or her a role in your organisation, it is time to give them access to the Circles of Care. You can also manage the access of a staff member across multiple circles by going to **Organisation > Staff** **>** **Role Icon** > **Circles**  From here you can: - **View list of Circles** that the staff has access to and their roles in each Circle, - **Assign new circle** to the staff by entering the Circle's name into the search box at the bottom, - **Update the roles** of the staff in all the Circles they belong to - Or _click on the red broken link_ icon to **remove the member from the Circle**. You might want to read this article about [Circles Roles](Circles%20Roles.md). # 4. Find the right staff for a Circle To provide good services, it's important to assign a suitable caseworker to your client. With Comm.care, it just takes a few seconds to filter your staff through many criteria such as languages spoken, staff certifications, interests and skills. Go to **Organisation > Staff** you will see the filter on the right side:  # 5. Get staff daily report Want to see how your staff are doing? Let me show you the fastest way. Right from the **Organisations > Staff** screen, you can see the total amount of instances, or hours, or the actual amount of money (only managers can see the $ metrics). On the bottom right, you can select to see those metrics for a particular period: Month, Week, or Financial year. The numbers are updated every night.  # 6. Remove Members When a member of the organisation leaves, you have to remove their access to your clients information and the organisation in general. > This is critical to maintaining the organisations’ accreditation and certifications.  ## Step 1. Remove the User from all Circles From the Staff area inside your organisation, click on the icon **Circles' Role,** you will see the **Manage Access** modal. Then go to the **Circles** section, and then remove the user from all the circles they belong to by clicking on all the **red-broken link icons.**  ## Step 2. Remove the User from the Organisation Once the user doesn’t belong to any Circles, on the Manage Access modal, click **Delete**.  > _**Note:** you are NOT deleting the user account, just removing the user from your organisation. If you think the user should be removed from Comm.care altogether, please contact us at_ [[email protected]_](mailto:[email protected])_._