Module guide · People

Staff Directory

One record per employee: onboarding, contact and role details, leave and attendance, shift scheduling, performance reviews, and license/training compliance, with self-service screens every staff member can use for themselves.

Overview Dashboard Directory Adding staff Staff profile Leave & attendance Shift schedule Performance Credentials Lookup & availability Good practices

What this module is for

Splits into a management tier (HR, admins, directors, department heads) and a self-service tier open to every staff member for their own leave, attendance, shifts, and availability.

Who uses it

Everyone can view the dashboard and manage their own leave, attendance, shifts, and availability. The Directory, Credentials-expiry alerts, and Staff Lookup are management-only. Adding new staff is limited to super admins, admins, administrators, and directors.

Where to find it

Open Staff Directory from the sidebar. A dashboard, plus Directory, Leave & Attendance, Shift Schedule, Performance, Credentials, Staff Lookup, and Availability.

1
Onboard
Admin-tier staff add a new employee: personal info, role, employment type, and contact details.
2
Build the profile
Credentials, training, schedule, and FHIR sync all live on that person's profile page.
3
Self-service day-to-day
Every staff member requests leave, clocks in/out, and views their own shifts and PTO balance.
4
Manage and review
Managers approve leave, assign departments, and run performance reviews.

A few terms you'll see throughout

Deactivate revokes login access but keeps the record, reversible. Delete Permanently erases it, admin-only, and cannot be undone. NPI is a National Provider Identifier, a US clinical billing ID some roles carry.

Dashboard

A workforce overview with quick links into every other screen.

Stat cards (color-coded, click through to the relevant screen)

Field	What it means
Total Staff, Active, Inactive, On Leave Today
Credential Alerts, Pending Leave, Overdue Trainings	Red/amber when action is needed; an "Action Required" banner surfaces these with direct links.

Two charts: Staff by Role and Staff by Department.

Field	What it means
Search box	Name, email, or employee ID.
Status, Department filter pills	Grid or list view toggle.

Adding staff

Onboard a new employee. Limited to super admins, admins, administrators, and directors.

Add New Staff form

Field	What it means
First Name, Last Name, Employee ID*
Middle Name, Date of Birth, Gender
Role*	35 options, e.g. Physician, RN Nurse, Pharmacist, Radiology Tech, Case Manager, Administrator.
Employment Type	Full-Time (default), Part-Time, Contract, Temporary, Per Diem, Intern.
Hire Date*
Annual Salary (FCFA), Specialization, Department
Email, Phone*
NPI Number
Username, Initial Password	Optional, sets up their login account.

Staff profile

The full record for one person: seven tabs covering identity, schedule, leave, attendance, credentials, training, and FHIR sync.

Tabs

Field	What it means
Profile	View and edit contact details, NPI, license number/state, DEA number, specialization.
Schedule	Read-only list of upcoming shifts, each Confirmed or Unconfirmed.
Leave	This person's requests; managers see inline Approve/Deny on pending ones.
Attendance	90-day summary tiles plus a clock-in/out history table.
Credentials	Add a credential (type, number, issuing body, issued/expiry dates); status shows Expiring, Expired, or Verified.
Training	Add a training record (name, category, completed/expiry dates); status shows Overdue, Expiring Soon, or Completed.
FHIR	Link to an external FHIR Practitioner ID and view the synced record.

Header actions: Assign Department (managers) and Delete Staff Permanently (admins, irreversible).

Leave & attendance

Self-service for every staff member: request time off, clock in/out, and see who's working right now.

Request Leave form

Field	What it means
Leave Type	Vacation (default), Sick, FMLA, Maternity, Paternity, Bereavement, Jury Duty, Unpaid.
Start Date, End Date*
Reason	Optional.

A Pending Approvals tab surfaces everyone's pending requests with inline Approve/Deny. On Attendance, a single Clock In / Clock Out button tracks hours worked; managers get a Manual Entry tool (with a required reason) to backdate or correct a record, plus a per-staff attendance view.

Approved —

Pending — awaiting manager action

Denied —

Shift schedule

View your own upcoming shifts, or create a shift for yourself or someone else.

Create Shift form

Field	What it means
Assign To	Leave blank to assign to yourself.
Date, Start Time, End Time*
Shift Type	Day (default), Evening, Night, On-Call, Rotating, Flex, Split.

The target staff member must already have a department assigned, or the form blocks submission. Once scheduled, a shift shows Pending until the assignee taps Confirm.

Performance

View and acknowledge your own reviews; managers create reviews for their team.

Create Performance Review form

Field	What it means
Review Period*	Free text, e.g. "Q1-2026".
Review Date*	Defaults to today.
Overall Score (1–5)	Defaults to 3.
Strengths, Areas for Improvement, Goals

A review sits as Completed until the employee taps Acknowledge, which signs off and flips it to Acknowledged. Any visible review can be deleted (confirmation required, irreversible).

Credentials

Track professional licenses and certifications, with a hospital-wide expiry alert view.

Add Credential form

Field	What it means
Credential Type*	18 types, e.g. State License, DEA Registration, BLS, ACLS, HIPAA Training, Background Check.
Credential Number, Issuing Body*	Issuing Body required.
Issued Date*
Expiry Date

A Hospital Alerts tab lists everyone's Expired and Expiring-Within-60-Days credentials hospital-wide, with a Send Alerts button to notify affected staff, and a Renew shortcut per row.

Verified — confirmed by an authority

Expiring Soon — within 60 days

Expired —

Lookup & availability

A fast-path search by name or employee ID, and an at-a-glance view of who's working.

Staff Lookup (management-only) searches by name or exact Employee ID and returns a summary card with a link to the full profile. Availability combines three things in one view: today's clock-in status, your PTO balance and pending requests, and today's/upcoming shifts. A Team Availability tab groups every staff member by department, showing who's currently clocked in, clocked out, or hasn't started yet.

Good practices

Use Manual Entry only with a real reason

It's meant for correcting a missed clock-in/out, not for routine time entry, the required reason field is there for the audit trail.

Assign a department before scheduling a shift

Shift creation is tied to the assignee's department, unassigned staff can't be scheduled until that's set.

Deactivate, don't delete, unless you're certain

Deactivating keeps the historical record and is reversible; Delete Permanently is admin-only and cannot be undone.

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