Staff Profile Creation
Setting up Staff Profiles
Creating a NEW Staff Profile
Before creating a staff profile make sure you have built out User Roles first.
NOTE: If you are using Welina and Aloha integration your Welina staff profiles will be automatically created! Once the profiles are sent from Aloha, all you need to do is send out an invite and complete Welina specific fields (see below).
Welina Custom Fields do not come over from Aloha. Make sure to fill out any Welina specific custom fields in the staff profile.
- From the navigation menu click Organization Set-Up
- Select Staff from the menu bar
- Select Add Staff
- Fill in the staff's basic information. Make sure to fill in all mandatory fields.
Reporting Manager
The Reporting Manager on a staff profile is tied to Lesson Note approvals and un-approvals as well as client caseload oversight. If a Lesson Note needs to be un-approved for editing, anyone listed as a reporting manager for the staff who submitted the note will have access to un-approve the note and either make edits or request edits from the author. If you choose to use the Lesson note approval process anyone listed as a reporting manager for the staff may be responsible for approving the notes.
Office Selected
Choose an office to associate the staff member to. Staff can be connected to more than one office as needed. Make sure staff are connected to the same office their clients; if they are not associated with the same office, staff will not be able to see their clients.
Clients
Choose to connect your staff to clients you would like to have access to. The extent of access (edit, view only) will be determined by the staffs user role and permissions.
Job Role
Please see User Roles for determining permissions for each staff member.
Inviting Staff to Welina
Double check that the desired Roles and Permissions have been set before sending Staff Invitations to Welina.
Email
invitations to join Welina expire after approximately 48 hours. Be sure to
alert Staff to promptly check their emails and set up their profiles to avoid
having to resend invitations.
Unlike Aloha, assigning a Staff a User Role will not send
that Staff an invite to the site. Within Welina, this is done manually, after
the staff profile has been created and/or updated with Welina-specific
information (e.g. Welina Job title, Reporting Manager, Clients, and Office).
To manually invite an individual Staff to Welina, locate the
Staff in the Staff List within the Organization Profile.
Under the “Actions” column, click the “mail” icon to send
the Staff an email to create their Welina profile:
Click “Confirm” to email the Staff the invite:
To invite multiple Staff, check the boxes to the left of the
names of the desired Staff members:
After selecting all desired Staff members to be invited,
click the “Send Invite” button at the top of the staff list.
Click “Confirm” to email the Staff the invites:
Click here to jump to Setting Up Client Profiles
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