At Connecteam, we want your setup to be swift and clean. As customer success managers we took our experience from working with hundreds of Healthcare companies worldwide and created this step-by-step tutorial to get your company set up to PERFECTION.

Use this guide to quickly set up Connecteam for your healthcare company. You’ll find the key setup areas and links to the relevant Help Center articles so you can configure everything correctly; without digging through the platform.

Tip: Follow the sections in order. Users & Smart Groups should be set up first, because they impact scheduling, time tracking, and assignments.

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

As the account owner, you can:

Once your custom fields are created, you can add users to Connecteam. This is essential so you can assign shifts, tasks, and manage your team.

You have two ways to add users:

User fields are information fields inside the user profile. They store details that are specific to each employee and help you identify, organize, and group your workforce.

Examples of custom fields

By default, the user profile includes:

You can also create additional categories or rename existing ones:

We recommend using the drop-down custom field type whenever possible. This helps avoid typos by letting admins select values from a predefined list.

Smart groups are the best way to arrange your employees by qualification, team, department, or even the locations they work at and sort them into relevant groups.

From our experience, most Home Care companies sort users by their position, qualifications, their locations, and shift type (hourly/part-time/full-time). Another typical use case would be to create a Smart Group per patient and assign it to the relevant caretaker.

Grouping your users now will help you later on with scheduling correctly (and much more).

The Operations Hub consists of 4 Features. This Set-up article will focus on 3 main ones:

Utilizing the time clock will allow you to track your employee’s work time and help you to ensure that you are paying them for the actual time they’ve worked, all while tracking their location while they’re on the go visiting clinics and patients.

In addition to that, It will also help you track the time your employees are spending at each client’s facility, making it easy for you to invoice him at the end of the payroll period.

The first thing you will want to do is set up your Jobs. “Jobs” in Connecteam is an information layer that you track time for. From our experience, home care companies typically define their jobs as a client name or facility, while Centralized / Facilitated Healthcare such as Clinics and Hospitals define their jobs as Positions or Roles. By doing so, you will be able to track the number of hours spent at each client or facility and bill them accordingly.

Make sure that only qualified users (according to their position, location, and abilities) can be scheduled for 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.

Real World Example: The job is a Patient name (“John Johnny”) and the group assigned is only the group with qualified employees to work at John’s location. This way, only the employees that are qualified for this patient can actually see this job and claim the shifts the company published.

When you have multiple clients, patients, or facilities that you’re invoicing, you'd like to be familiar with the option to view job insights and export it as a report which can be used for your own analytics, delivered to customers for billing purposes, or any other use you find useful.

The Job Insights report will include the total hours your employees were spending at a specific location or patient and will eventually help you understand your resource allocation.

Enabling Breaks within the Time Clock, you can easily track your user's break hours. This ensures that you comply with your state or country's break laws and/or that you don’t pay your employees for time they were not actually working on the clock. Connecteam offers two types of breaks: manual breaks and automatic breaks.

One of Connecteam's goals is to give you the tools to be in control of your team's shifts. When your employees are always on the go, visiting a patient or a clinic, it can be difficult for you to control time theft and prevent employees who arrive early to clock in before their shift starts.

Real-Life Examples: A staffing company that provides and schedules employees for a shift at a specific clients residency wanted to make sure the caregiver does not forget to Clock-out at the time he is scheduled to finish, thus they set an Auto-Clock out limitation - that way the client will only be invoiced for the actual time, and the employee will be paid only for what he is scheduled for.

When your employees are always on the go, you don’t want them to just clock in randomly while they’re on the way, you want to pay them only for the actual time they are working at the location they are supposed to be (A patient’s home, at the clinic they were sent to).

Real-life Example: A Staffing company we work with is providing CNAs for hospitals at multiple locations and wants to make sure its employees are only clocking in once they get to the hospital.

Whether your employees are out visiting a patient or moving between different locations, with our Breadcrumbs feature you will always be on top of their location while they are clocked in! You will be able to review the routes of your employees through the Map View and easily track their whereabouts throughout their workday.

A Real World Example: Home Care company that provides doctors visitations for multiple clients a day - They wanted to make sure that the doctors made it to all the patients and weren't spending time in places other than the patient’s address.

While your employees are visiting each location, they might use some resources during their shifts. Shift attachments are information pieces that users are asked to add to their shift time. These could be the equipment that was used, mileage covered, what medicine was used and given, what equipment was used, and even notes or a signature.At the end of the payroll cycle, you can track and understand what was used and track your expenses, or reimburse your employee's mileage.

Employee time cards are fully adjustable by the manager, with an option to add manager notes per shift and export them as a PDF or a payroll-ready Excel file.

Start by setting the timesheet and payroll export format. Most Healthcare companies use the Decimal time format.

A Real-World Example: Many companies we work with, choose to export payrolls as shift reports since it’s much easier to export overnight shifts.

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 apps, such as location, date & time, special instructions, attached files, and more.

Here we will mention the most used capabilities by the Healthcare industry to make Connecteam help you schedule the optimal schedule.

As mentioned previously, the first thing you will want to do is set up your jobs. "Jobs" in Connecteam is an information layer that you track time for. Home care companies usually use clients/facilities as "Jobs" (Clinic A, Patient b, Facility C). Another option is based on Position (RN, Doctor, Vet, Caregiver). Larger companies, that might be working in multiple locations, use locations as “Jobs” (clients' homes, different facilities).

You can add Sub Jobs to make your scheduling process more detailed and accurate.

Real World Example: The job is a Patient name (“John Johnny”) and the group assigned is only the group with qualified employees to work at John’s location. This way, only the employees that are qualified for this patient can see this job and claim the shifts the company published.

Open shifts let you publish your specific shifts to be open so your employees can claim it by themselves, clearing some time for you.

In addition to that, you can publish Claimable Open Shifts that will be under your admin’s 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 before approval, and hospitals and clinics let the employee choose when they’d like to work and who they like to schedule for that shift.

A Real World Example: A Home care company that provides doctors' visitations for multiple patients publishes the schedule for the whole week. Each doctor claims the visits that he can attend based on his free time and the visits he can do. This way the company reduces the amount of time they’ve spent on the scheduling process.

Create shift templates that are frequently used to save the dispatcher much time and effort, making the scheduling process a walk in the park! Healthcare companies usually use shift templates for jobs that are repeating and are not one-time jobs. (Patient’s weekly visit, A morning RNA shift, etc).

Adding Layers allows you to add additional information layers into users' shifts, giving you the manager, full control and an overview of your resources and how they are being allocated. Healthcare companies Can use layers to indicate which patient they should treat, and specify the form of treatment, and medications.

Real-World Example: The homecare company schedules a physiotherapist that uses equipment during the visit. They use layers as the type of equipment their employee takes to the visit (Yoga ball, Rubber straps). This way they can make sure no one is missing a device on their visit.

With our schedule Shortcut capability, you can insert an internal link through the user's shifts sending the users directly to the relevant content with a click of a button.

Healthcare companies use Shortcuts to include forms within the shift to assure compliance. For example, Patient Check-up reports end-of-shift reports, and inventory checks.

A Real World Example: A Pharmacy we worked with, attaches forms (Inventory Check) to a shift at the end of the week, so users can fill up the number of supplies in order to check what should be ordered.

Automating processes and standardizing them is something that is important for every business and especially in the Healthcare industry. Forms allow your employees to fill in reports, forms, checklists, requests, and more, all from their mobile app anywhere at any time.

The most common forms Healthcare companies use in Connecteam are:

Review submissions, filter entries, and notify employees who haven’t submitted.

Use manager fields to add statuses, notes, signatures, and accountability on form entries.

Automatically share entries via email or let users choose recipients (useful for shift handoffs or notifying doctors).

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