Connecteam is a One-stop-solution for Full Home Care Operations.

Look no further! 🤩 We got it figured out.

Leaning on our experience working with hundreds of home care agencies - This tutorial will guide you step-by-step to get you to Operational Excellence!

After reading this article you should be able to:

  1. Operations Hub: Track your users' hours, schedule their shifts & keep track of everything with digital reports and checklists.

  2. Communications Hub: Create team chats & publish engaging updates.

  3. Hr & Skills Hub: Collect documents & set up onboarding materials.

We're in this together! 🙏🏻 Our LIVE support team (at the bottom right corner of your screen) replies in under 5 mins to ANY question.


👪 Users & Smart groups:

The first step is adding your users, giving them correct credentials (for example: CNA, RN) and sorting them into relevant groups.

Custom fields: Start with creating a drop-down custom field for 'position' and add the different positions you need (CNA, RN, LPN etc').

Add users: If you have many users, you can import them in bulk. Simply download the excel template (the 'Position' custom field will appear there as a column).

Sort users: create a smart group for each position type. Grouping them now will help us later on with scheduling correctly (and much more).


📆 Operations Hub:

Job Scheduler: publish your needs with ease.



The Job Scheduler makes it effortless to publish 'claimable' open shifts for your team, and provides them with all the info they need right in their mobile app, such as: location, special instructions, attached files and more.

Only 3 things to know to get started:


1. Jobs:

The first thing you will want to do is set up your jobs. "Jobs" in Connecteam are an information layer that you track time for. Home care companies usually use clients' names as "Jobs" (Client A, Client B, etc').

2. Qualifying users to jobs:

Make sure that only qualified users can be scheduled to each job. Only qualified users (like the RN smart group selected in the image below), will be able to see and claim relevant shifts from their schedule in the app.

3. Creating Open Shifts:
Publish Claimable Open Shifts with Admin approval. Users' requests to claim a shift will be visible and pending approval (like in the image below). At this point, staffing agencies usually double check with the facility prior to approving.

Pro tip: save shifts as templates to schedule quickly and easily!



Time Clock: track your employees' hours & conduct payroll

Utilizing the time clock will allow you to track time for your employees and will ensure that you are paying them for the correct amount that they’ve worked. Connecteam offers an arsenal of tools to help you manage your employees, ranging from the ability to see their exact location when clocking in and out, to tracking the number of hours they are working at each client or facility for payroll purposes.

Jobs

The first thing you will want to do is set up your Jobs. “Jobs” in Connecteam are an information layer that you track time for. From our experience, home care companies typically define their jobs as a client name or facility. By doing so, you will be able to track the number of hours spent at each client or facility and bill them accordingly.
If your Job scheduler and Time Clock are synced, all jobs will be copied automatically.

Geofencing

By setting up your geofences, you can create a radius that ensures that your employees are always clocking in from the site and not anywhere else.

Job insights

Job insights will allow you to see how your resources are allocated for each specific client or facility. From here you can also generate a PDF with a breakdown of those hours that can be forwarded for billing purposes.

Payroll

We know that Payroll is a pain. With Connecteam, overseeing your employee’s hours is a breeze.
Here is a step-by-step guide that will take you through the payroll process in Connecteam. You'll discover that all employee time cards are completely adjustable by the manager, with an option to add manager notes per shift, and even export a time card as a personal PDF or a payroll-ready Excel file, all based on shifts or days.



Forms: create digital reports and checklists for your employees to fill out

Forms allow you to create digital reports and checklists for your employees to fill out. These are always available on your employee’s mobile phones and can be utilized when needed. You can create as many Forms as you want from scratch or use one of our ready-made templates. All submissions can be exported into either excel or PDF and shared with relevant stakeholders.

Below are a few examples that we’ve seen home care companies use that you can start using today:

Incident Report - Whenever an incident occurs, it’s important to capture the information as soon as possible. Connecteam allows your employees to easily record the incident, upload images if needed, sign the report and share it with the relevant stakeholders.

COVID-19 Daily checklist - Ensuring that everyone is working in a safe work environment is paramount. With the COVID-19 checklist, you can ensure that everyone provides a daily health declaration with a digital signature for compliance purposes. Daily reminders help your employees fill them out and management can receive an automatic report each morning only containing the entries where employees would not be able to work for the day.

Uniform Order Form - To get your staff into work quickly, the uniform order form can be included in the initial onboarding. Using this form employees can share their uniform specifications and orders can be quickly placed and managed in one place.

Refer a friend - This is another great form to include. As home care companies tend to see a high turnover, having a list of potential prospects is key for a successful business.

All of these templates can be found within the template section as seen in the Form video above.



🧩 Communications Hub: Create team chats & publish engaging updates.

Chat: improve your team's communication

Our Chat feature is the best place for your daily communications. With it, you can communicate with all your staff personally or in customizable groups, while sending files, locations and more. In addition, as a manager, you have full control of all team chats, permissions, and messages sent. This way, you can avoid tons of phone calls or messy text messages and instead reply to your employees when needed in real-time.


Only 3 things to know to get started:

  1. One-on-One chats: this will allow direct communication with a specific employee.

  2. Team chats: these will allow you to create specific team chats for your employees to communicate with one another. The team chats can be based on their actual location, the facility that they tend to work at, or the role and service they provide. Team chats are a proven way to keep your team engaged and motivated.

  3. Channels: this is a one-way communication channel where you decide who can write in and who is simply a “viewer”. Keep important threads up top, and prevent chatter.

Here are some examples of group chats you can create:

  • Managers team chat

  • Chats based on employee position/role

  • Location-based chats

And here are some examples of channels you can create:

  • Policy changes

  • Operational announcements

  • HR announcements

Pro Tip: Assign each team chat to the relevant Smart Group to ensure that all of your current and future users will always be up to date with any conversation!



Updates: Send operational or engaging announcements directly to your employee's main feed.

Updates are your main channel for making announcements. These can be sent out as a one-time announcement or you could have them repeat automatically at your preferred frequency. Not only are Updates easily created from your mobile app and your Manager Dashboard, they also provide you with actionable insights as to who has seen or reacted to it. Updates are typically split into two groups: operational or engaging. Below are two examples that are taken from our template library:


New procedures (operational)

You can send this update with the attached file or shortcut to your knowledge base. This kind of update would prompt the employees to go over the new procedures, stay aligned, and follow new policies. By sending an update to all your employees you can quickly reduce the amount of time spent to ensure that employees are aware of changes that take place.

New Teammates (engaging)

Whenever a new employee joins your company, you might want to give him a warm welcome. Simply select our template and upload their picture to add a post to your app’s very own social feed.



🖇️ HR & Skills Hub: Collect documents & set up onboarding materials.

Documents: track employees' documents in one place

Whether it's a certification such as RN/PSW/RPN licenses or a new employee hire form, all the documents pertaining to your entire company can be found directly in the Documents feature. Now you can easily oversee all the documents your employees need to have in order to work.

Only 2 things to know to get started:

  1. How to add a document:
    The first thing you'll want to do is add documents and organize them into packs. Use this simple tutorial which will guide you step-by-step.

  2. How do Documents look for users in the mobile app?

    Employees can access and upload their documents in the mobile app. Simply head to the profile tab, employee documents, and then submit or access the necessary documents.



Courses: create digital training processes

The Courses feature allows you to create customized digital courses which your employees can complete straight from their mobile devices. You can standardize the onboarding process for all new hires within your company or even a good refresher for your more senior members. For example, you can easily create an RN training, specific facility/client training, and more!

Only 2 things to know to get started:

  1. The options are endless: whether you're looking to create training materials, "read and sign" documents, an employee knowledge base, or simplify the onboarding process, it can all be done with this simple guide.

  2. How to complete a Course: easily show your employees how to complete a course on the mobile app (or desktop) with this simple guide.

Pro Tip: manage & control your employees' progress with our object's settings.

Need more guidance? 🙋 Our LIVE support team (at the bottom right corner of your screen) replies in under 5 mins to ANY question.




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