Maintain staff information

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A staff profile shows basic information about this person's role in the agency. The system automatically creates a profile for a newly entered staff person. From this profile area, you can view and modify basic security for the worker. From here, you can also choose a navigation scheme, login name, and password.

Modify basic staff information

Navigate to Agency > Staff & Security > Staff Information > Staff Profiles with Security
In the toolbar, click Select Name. Search for and select a staff member.
In the Staff Profiles with Security tab, click Edit form in New tab button.
Modify or enter information in any of the following fields:

Agency - The system displays the agency this worker is part of. You can update this only different if your agency uses the Multi-Agency functionality.
ID Number - Enter an agency ID number assigned to a staff member.
Worker Number - An agency worker number is another way to identify the worker other than his/her ID number.
Job Title - (Required) A job title determines whether the staff can supervise others, is a contractor, is available as a selection on the calendar, and more. Note: This field does not determine security or finance information.
Unit Number - Use if you agency is broken into unit numbers.
Start Date - (Required) Date the staff member started in the agency. You can also use the system start date.
End Date - Use this field if staff member is terminated. This entry will no longer allow a staff member to enter the system after this date.

Note: Typically, you do not enter this information when creating a new staff member.

Title - Enter information in this field if another is used for this staff member. For example, you can create a job title called Director, and enter Clinical Director in the Title field.
Email - Enter the staff member's email address. Typically, agencies use a work email address.
Paid - Flag whether this is a paid employee. For a volunteer, do not select this check box. Note that you can report on this field.
Can Span Agencies - Relevant only for multi-agency systems, select this check box if this staff member can access other agencies.
Remarks - Enter any additional information about the event being entered.

Enter staff credentials

You can enter staff credentials in the Staff Credentials sub form.

Staff Credentials - Select a value from the Staff Billing Credentials look up table (defined in Table Maintenance).
Credential Code Overwrite - Use this only in the event that you need to send a different credential code for this worker in an 837 file.
Signature - Attach a graphic file of a staff member here. It will be used as the Electronic Signature on a service entry. Signature display sizes can vary according to need. Generally speaking, 200 px wide by 50 px high is a good size to start with, but your capture requirements will ultimately determine the display size you need.

You can also capture signatures in any graphic file type, though it is recommended that you do not capture signatures as a PDF file type.

Effective Date and Expiration Date - Track the start and end date for credentials.
Credential Description - Enter text to describe the credential as appropriate.
Certification Issue State - Select a state.
Certification Number - Enter a number for the certification.
Certification Subject to Expiration - Select this to indicate that the certification is not indefinite.

Note: To enter a new credential in addition to an existing credential click the * to add a new row to the sub form.

Select a supervisor

Select the Worker Profile tab.
Complete one of the following actions:

Supervises Self - Select this option if the person does not have a supervisor. Selecting this check box deactivates the Supervisor field.
Supervisor - If the worker does not supervise him/herself, choose a supervisor from this list.

Note: The job title determines if a staff member can be a supervisor. Only staff members with job titles that allow for supervisor responsibilities will display in this list.

Update user log in and access information

You can update log in information and associate a navigation scheme to a user (which provides access or hides modules, formsets, and forms).

Select the User Access tab.
In the Navigation Access field, select a navigation scheme which determines which myEvolv elements a user will have access to.

System Result: Selecting the Navigation Access information activates the login information fields.

In the Login Name field, enter the staff's log in username.
In the Password field, enter the initial password a staff member uses to log in to the system.

Note: The Password Change Date field is a read-only field that displays the last date the password was changed.

When you enter information in the password field, the Confirm field displays. Re-enter the password in the Confirm field.
By default, the system automatically selects the Force Password Change on Next Login check box. Typically, used for new staff members and for following compliance issues.
Allow Multiple Logins - Select this option to allow the worker the ability to log in to myEvolv from multiple workstations concurrently. Typically, used for system administrators and technical support staff.

Associate a program with a worker role

Here you can choose either all programs or specific programs. If you choose specific programs, these will be the only options available in picklists and in the Client Enrollment screen. You can also associate worker roles to the staff member here, which provides access to programs and defines what actions a user can perform on events.

Select the Programs and Worker Roles Work with section.
To associate a user to all programs in the system, click the All Programs check box.
To associate a user with individual programs, in the Programs grid search for and make the appropriate selections.
- Program (Required)
- Supervisor (Optional)
- Job Title (Optional)
  Note: Selecting a program will add another row to the grid so you can select multiple programs.
To associate a user to all worker roles in the system, click the All Worker Roles check box.
To associate a user with individual worker roles, in the Worker Roles grid search for and make the appropriate selections.
- Worker Role (Required)
- Default for Front Desk Intake (Optional)
  Note: Selecting a worker role will add another row to the grid so you can select multiple worker roles.
When finished associating programs and worker roles with the staff, click Save.

Enroll in workgroups

You can view all of the staff member's current workgroup enrollments here. This information may be useful when troubleshooting questions about system access that is drive by workgroup and worker role access.

Here, you can enroll into any workgroup with the exception of Assigned to All (which must be done in Assigned on Intake area only).

Select the Enrollment into WorkGroups section.
In the WorkGroup Name column, search for and select a workgroup from the list.
Note: Selecting a workgroup will add another row to the grid so you can select multiple workgroups.
In the Role in Workgroup column, search for and select a role.
In the Start Date column, select a date.
Click Save.