Add staff to your organization and get them set up quickly.

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Before You Begin

Have ready:

• Team member's email address
• Their phone number
• Start date and pay rate
• Service types they'll provide (CE, SH, etc.)

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Two Ways to Add Team Members

Method	Best For	Plan Required
Quick Add	Fast setup, minimal paperwork	Grow or Scale
Quick Onboard	Full onboarding with e-signatures (I-9, W-4, HIPAA)	Scale only

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Method 1: Quick Add (Grow Plan)

For simple staff additions without digital onboarding:

Steps

1. Go to Team in the sidebar
2. Click + Add Team Member
3. Fill in basic information:
   • Full name
   • Email address
   • Phone number
   • Access level (Staff or Admin)
4. Set employment details:
   • Start date
   • Pay rate
   • Service specialities
5. Click Create Team Member

What Happens Next

• Account is created immediately
• Team member receives welcome email with login link
• They set their password on first login
• Ready to be assigned appointments

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Method 2: Quick Onboard (Scale Plan)

For full compliance with digital document signing:

Steps

1. Go to Team in the sidebar
2. Click + Add Team Member
3. Select Start Onboarding
4. Fill in candidate details:
   • Full name
   • Email address
   • Phone number
   • Position (select from your job postings)
   • Pay rate and start date
5. Click Send Onboarding Invitation

What the Team Member Does

They receive an email with a link to complete:

1. I-9 Form — Employment eligibility (Section 1)
2. W-4 Form — Tax withholding
3. HIPAA Acknowledgment — Privacy compliance
4. Direct Deposit — Bank account for payroll
5. Driver's License — Upload front and back
6. Photo — Profile identification

What You Do (Admin Tasks)

After they complete their forms:

1. Verify Identity — Check I-9 documents match uploaded ID
2. Background Check — Run and record results
3. State Reporting — Register with new hire reporting
4. Complete I-9 Section 2 — Employer verification

Completion

When all tasks are done:

• Click Complete Onboarding
• System creates their account automatically
• They receive welcome email with login credentials

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Setting Service Specialities

Assign which service types the team member can provide:

Speciality	Code	Description
Community Engagement	CE	Community activities and outings
Specialized Habilitation	SH	Skill-building services
Staff/Family Consultation	SFC	Training and consultation
Stabilization	STAB	Crisis stabilization

1. In the team member profile, find Specialities
2. Check the services they're qualified for
3. Save changes

Note: Team members can only be assigned to appointments matching their specialities.

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Setting Working Hours

Define when the team member is available:

1. Go to team member profile → Working Hours
2. For each day:
   • Toggle if they work that day
   • Set start and end times
3. Save changes

These hours appear in the schedule builder to prevent overbooking.

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Tips

• Use Quick Onboard for new hires to ensure compliance
• Set specialities first before assigning appointments
• Add emergency contact info right away
• Upload their certifications (CPR, First Aid) for tracking

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Troubleshooting

Team member didn't receive email

1. Check spam/junk folder
2. Verify email address is correct
3. Go to their profile → Click Resend Invitation

"Email already exists" error

The email is already in your system. Search for existing profile or use a different email.

Can't assign to appointments

Ensure the team member has:

• At least one speciality assigned
• Working hours set for that day
• Account status is Active

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Related Articles

• Understanding Access Levels
• Managing Working Hours
• Team Documents & Credentials