Setting up your first Employee

Introduction

This instruction will cover the following steps:

1. Creating an Employee.

2. Creating a login profile for the employee so that they can access the Brevity Care mobile application, Brevity Self-Service Portal and the Brevity Care web application.

3. Setting the compliance records against the employee profile.

4. Establishing the employees periods of availability over the rostering week including end and start times, along with any periods of unavailability.

5. Assignment of clients to the employee either based on preferences or location of the client.

6. Rostering the employee to deliver supports and services to the client.

7. Completion of client services and the generation and approval of timesheets.

8. Submission of leave requests.

9. Registering Incidents that affect either the client or the employee.

Step 1: Creating the Employee

To create your employee observe the following steps:

1. Select the Employee>Employees sub menu to open the User List page.

2. Click the New button to create an Employee record.

3. Fill in the mandatory fields as marked with the * as well as any other fields that are required by the organisation.

4. Once the data entry is complete select the button.

Step 2: Creating the Employee Login

Once the employee record has been created, you can assign the employee their login credential by observing the following steps:

1. You have the option of either proceeding on from steps 4 under the topic Creating the Employee, or
   selecting the Employee>Employees sub menu to open the User List page, highlighting and double click the employee record that is to be updated within the login credentials.

2. Select the button to open the Manage login page. For additional information refer to the topic Managing Login Credentials.

Step 3: Employee Compliance and Qualifications

Employee profiles maintained within the Brevity application will be identified with a position, example Support Worker and each position will have a set of NDIS and organisational compliance requirements that will need to be satisfied, example Valid CRC or WWCC. The employee profile can be updated with the particulars of the employee’s qualifications. The presence of this information, will determine the types of services that are subject to qualification restrictions that the employee can be rostered to deliver to the client. For additional information refer to the topics Employee Compliance and Employee Qualifications.

Step 4: Employee Availability

Employee profiles maintained within the Brevity application, subject to the staff members position can be identified with nominated work days and periods of availability per individual day, as well as reporting periods of unavailability. This information is used when rostering the employee to client services. For additional information refer to the topics of Employee Availability and Set Work Days.

Step 5: Client Assignment

Employee profiles maintained within the Brevity application, can be assigned to one or more client profiles. This approach may be based on client preferences as to the support worker that delivers supports and services to the client or from a rostering perspective. This information is used when rostering the employee to client services. For additional information refer to the topic Clients to be Supported.

Step 6: Employee Rostering

Based upon the client preferences and the employees periods of availability, employees can be rostered to deliver supports and services to the clients. Your employees can be assigned to client services either through the schedule board, from the scheduled services tab on the client or employee profile or through the service schedule template. For additional information refer to the topics of Manage Shifts , Service Schedules and Employee allocations to Client Services .

Step 7: Timesheets

As Employees complete their rostered shifts, the brevity application will create a timesheet record for completed or cancelled shifts. Timesheet records will export out from Brevity into one of 3rd-party accounts packages (MYOB, Xero) for the purposes of payroll. For additional information refer to the topic Manage Approve Timesheets.

Step 8: Leave Periods

Subject to your employees employment type they will have an entitlement to leave. In Brevity that leave is categorised as Annual, Unpaid, Personal, Workers Compensation, Long Service Leave and Maternity. Employees that take leave will have any allocated shifts reassigned. Staff members can make leave requests through the Brevity Care mobile application. For additional information refer to the topic Managing Employee Leave.

Step 9: Incidents

Employees can report incidents related with the client or themselves and these can be reported through the Brevity Care mobile application. For additional information refer to the topic Employee Incidents.