# Staff Management Manage users, roles, access levels, and staff information across your organisation. ## Creating and Managing Users ### [Organisations Staff](overview.md) Overview of staff management in Comm.care **Enterprise and Professional plans** ### [How to Create New Users](creating-users.md) Step-by-step guide to creating staff profiles and managing access ### [Remove Staff](removing-staff.md) How to remove user access when staff leave **Critical for compliance and data privacy** --- ## Roles and Access Control ### [Organisation Roles](roles-and-access.md) Understanding different organisational roles and permissions **Roles:** Manager, Office Staff, Service Provider, Volunteer ### [Managing Staff and Access](managing-access.md) Ensuring proper access levels for full-time, part-time, contractors, and volunteers ### [Staff Access to Circles](circle-access.md) Controlling which staff can access specific participant Circles **Critical for data privacy** ### [Staff Access to Multiple Circles](multiple-circle-access.md) Efficiently managing staff access across many participants --- ## Staff Information & Compliance ### [Manage Staff Certifications](certifications.md) Tracking and managing staff qualifications and certificates **Topics:** Uploading documents, expiry tracking, compliance ### [Managing Staff Availability](availability.md) Setting when staff members are available for rostering ### [Recording COVID Vaccinated Staff](covid-vaccinations.md) Tracking COVID-19 vaccination status **Note:** May be outdated depending on current requirements --- ## Quality Management (QMS Plan) *Available for organisations on the QMS plan* ### [Worker Screening Check](../../features/quality-management-system/worker-screening-checks.md) Create and track employee background checks **Checks:** NDIS Worker Screening, Police Checks, Working with Children ### [Worker Screening Check Approval](../../features/quality-management-system/screening-check-approval.md) Manager workflow for reviewing and approving staff screening --- ## Key Concepts **Organisation Role** = Staff member's role across the entire organisation (Manager, Staff, Volunteer) **Circle Role** = Staff member's role within a specific participant's Circle (Coordinator, Support Worker, Viewer) **Manager** = Full access to organisation settings, reports, all Circles **Office Staff** = Administrative access, can create Circles and manage scheduling **Service Provider** = Support workers who deliver direct services **Volunteer** = Limited access, typically for unpaid support roles **Access Levels** = Combination of organisation role + Circle-specific roles --- ## Staff Management Workflow ### Onboarding New Staff: 1. **Create User Account** - Go to **Organisation > Staff > Create New Colleague** - Enter email, name, and basic details - Assign organisation role (Manager, Staff, Volunteer) 2. **Set Circle Access** - Assign to specific participant Circles - Set role within each Circle (Coordinator, Support Worker, Viewer) - Use bulk access management for multiple Circles 3. **Upload Certifications** - Add qualifications, certificates, licenses - Set expiry dates for tracking - Upload scanned copies 4. **Configure Availability** - Set weekly availability schedule - Configure for rostering purposes 5. **Submit Worker Screening** (QMS) - Request screening checks - Staff uploads documentation - Manager reviews and approves ### Managing Existing Staff: **Regular Tasks:** - Review and renew expiring certifications - Update Circle access when participants join/leave - Modify availability schedules - Approve worker screening renewals **When Staff Leave:** - Remove all Circle access - Deactivate user account - Archive or export their activity records - Update rosters for affected participants --- ## Access Control Best Practices ✅ **Principle of least privilege** - Give staff only the access they need ✅ **Regular access audits** - Review who has access to what quarterly ✅ **Remove access promptly** - When staff leave, remove access immediately ✅ **Use Circle roles appropriately**: - **Coordinator** = Can create appointments, documents, manage Circle - **Support Worker** = Can create progress notes, view documents - **Viewer** = Read-only access (for informal carers, families) ✅ **Track certifications proactively** - Set calendar reminders for expiry dates ✅ **Use bulk access tools** - For staff supporting many participants, use bulk management --- ## Organisation Roles Explained | Role | Access Level | Typical Users | |------|-------------|---------------| | **Manager** | Full access to all organisation settings, reports, and Circles | CEO, Operations Manager, Service Manager | | **Office Staff** | Can create Circles, manage scheduling, limited reports | Administrators, Coordinators, Office Managers | | **Service Provider** | Access to assigned Circles only, can create progress notes | Support Workers, Care Workers, Nurses | | **Volunteer** | Limited access, typically assigned to specific Circles | Volunteer support workers, community helpers | --- ## Circle Roles Explained | Role | Permissions | |------|-------------| | **Coordinator** | Full Circle access - create appointments, manage roadmap, create documents, assign staff | | **Support Worker** | Create progress notes, view documents, view roadmap | | **Viewer** | Read-only access to documents and basic information | --- ## Compliance Considerations ### NDIS Requirements: - NDIS Worker Screening Check for certain roles - Relevant qualifications for regulated services - Up-to-date police checks ### Aged Care Requirements: - Police check within past 3 years - Relevant qualifications - Flu vaccinations (in some states) ### Data Privacy: - Staff should only access Circles they're assigned to - Remove access when staff leave - Audit access logs regularly --- ## Related Topics - [Organisation Roles Details](roles-and-access.md) - [Worker Screening (QMS)](../../features/quality-management-system/) - [Workforce Rostering](../../features/scheduling-rostering/) - [Creating Users Guide](creating-users.md) --- [Need to raise a request? 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