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 Aloha PMS and DC integration your DC staff profiles will be automatically created!  Once the profiles are sent from PMS, all you need to do is send out an invite and complete DC-specific fields (see below).

Aloha DC Custom Fields do not come over from Aloha PMS.  Make sure to fill out any  DC-specific custom fields in the staff profile. 

1. From the navigation menu click Organization Set-Up  
2. Select Staff from the menu bar
   
3. Select Add Staff 
   
4. 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 Aloha DC

Double check that the desired Roles and Permissions have been set before sending Staff Invitations to Aloha DC.

Email invitations to join Aloha DC 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 PMS, assigning a Staff a User Role will not send that Staff an invite to the site. Within Aloha DC, this is done manually, after the staff profile has been created and/or updated with DC-specific information (e.g. Job title, Reporting Manager, Clients, and Office).

To manually invite an individual Staff to Aloha DC, 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 Aloha DC 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:

Syncing Staff from Aloha PMS to Aloha DC

Syncing should occur automatically but in the case where a staff profile does not appear in Aloha DC (but has been added to Aloha), it is possible to manually sync.

1.  Go to www.Alohaaba.com and login.

2.  Navigate to Settings > Clinical Integration and select Welina in the drop-down.

3.  Select the unsynced staff that you wish to push to DC

4.Click Sent to create the account in Welina

It is still required to send an invite from Aloha DC for users to have access.

Click here to jump to Setting Up Client Profiles

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