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Step-by-step “How Do I...” guides for healthcare staffing operators, coordinators, nurses, and facilities.
All Workflow Guides
Showing 35 guides
How do I post a single or recurring open shift?
Learn how to publish unfilled shifts for nurses and medical staff with specific units, roles, and weekly recurring patterns.
How do I assign a shift to a healthcare worker?
Find available clinicians who match the required role and specialty, verify their license status, and assign them to an open shift.
How do I handle compliance warnings and admin overrides?
Understand automated compliance barriers, identify missing or expiring licenses, and learn when and how administrators can apply an override.
How do I filter and navigate the scheduling calendar?
Use multi-criteria filters, switch between weekly periods, and use the mobile touch swipe view for fast schedule audits.
How do I request a shift swap or trade with another clinician?
Coordinate peer-to-peer shift swaps or release assigned shifts to the open roster pool with automated supervisor sign-off.
How do I create a long-term assignment or travel contract?
Set up multi-week placements, override default hourly pay/bill rates, configure weekly housing stipends, and record daily per diem allowances.
How do I track contract renewals and upcoming expirations?
Monitor 30-day placement renewal pipelines across travel nurse, locums, and therapist contracts to prevent lapse in coverage.
How do I clock in, take breaks, and clock out with a supervisor signature?
Step-by-step instructions for clinical staff to accurately record shift hours, track meal breaks, and obtain facility supervisor sign-off.
How do I review, edit, and approve staff timesheets?
Audit completed shifts, review supervisor signatures, adjust missed punches, resolve overlapping time entries, and approve timesheets in bulk.
How do I upload and manage clinician licenses and certifications?
Upload state nursing licenses, BLS/ACLS certificates, background checks, and track issuing bodies with expiry dates.
How do I monitor license expirations and renewal alerts?
Use the Compliance Dashboard and Renewal Alerts view to proactively identify expiring worker licenses and prevent staffing gaps.
How do I add a new clinician or healthcare worker?
Add nurses, physicians, aides, and therapists to your agency with clinical roles, hourly compensation rates, and facility assignments.
How do I set weekly availability, shift preferences, and blackout dates?
Configure recurring day/evening/night shift availability, minimum/maximum weekly hours, and schedule blackout dates for time off.
How do I create job postings and manage the public job board?
Publish clinical openings to your agency’s public branded careers board and collect candidate applications.
How do I track applicants through the recruitment pipeline?
Review incoming resumes, assign star ratings, add candidate notes, and move applicants through Kanban hiring stages.
How do I convert a hired applicant directly into active staff?
Automatically transfer an applicant’s contact details, role, and specialty into your active clinician roster with compensation settings in one click.
How do I send a candidate self-onboarding link?
Generate encrypted, mobile-friendly self-onboarding magic links for new hires to submit personal details, licenses, and emergency contacts directly.
How do I generate an invoice from approved timesheets?
Automatically pull approved hours into professional invoices, configure client payment terms, apply sales tax, and send invoices.
How do I monitor unpaid, overdue, and aging invoices?
Track accounts receivable health, filter invoices by payment status, and review 30/60/90+ day aging reports.
How do I configure receiving payment methods (Stripe, PayPal, Bank Wire) for invoices?
Set up your agency payment receiving details including Stripe online checkout links, PayPal business links, ACH/Bank wire instructions, and check remittance addresses.
How do I calculate payroll, review deductions, and export for Gusto/ADP?
Run payroll calculations from approved hours, verify overtime and tax withholdings, and generate standardized CSV files for external payroll processors.
How do I add and manage client healthcare facilities?
Register hospitals, clinics, nursing homes, and urgent care centers with addresses, contact persons, facility types, and bulk CSV import.
How do I add clients and configure payment terms?
Set up client parent companies, billing email addresses, net payment terms (Net 15 to Net 90), and bulk CSV import for automated invoicing.
How do I configure role pay rules, overtime, and shift differentials?
Establish agency-wide base pay rates per clinical license, define overtime and double-time multipliers, and configure night and weekend differentials.
How do I invite team members and assign system roles?
Send secure email invitations to agency coordinators, managers, recruiters, and clinicians with role-based access control.
How do I create custom organizational roles and access tiers?
Build tailored role tiers beyond standard Admin/Manager (e.g., "Shift Coordinator", "Credentialing Specialist") with custom permission sets.
How do I customize agency branding and active healthcare verticals?
Upload your agency logo, set timezones, and enable industry vertical widgets (Travel Nurse, Home Health, Locums, Float Pool, LTC/SNF, Therapy, Urgent Care, Behavioral Health, Telehealth).
How do I review audit logs and export certified compliance reports?
Track immutable security logs for logins, shift approvals, compliance overrides, and export certified PDF audit reports for health inspections.
How do I schedule and manage Home Health visits, aide compliance, and per-visit billing?
A complete workflow guide for home health agencies: schedule in-home visits, manage HHA & therapy credentials, log travel & mileage, and invoice per-visit flat rates.
How do I coordinate hospital float pools, unit differentials, and departmental cost-center chargebacks?
A step-by-step operations guide for hospital float pools: schedule internal unit relief, track acute care certifications (ACLS/PALS/NIHSS), and calculate departmental cross-charges.
How do I optimize shift profitability with Real-Time Gross Margin Intelligence?
Master real-time spread tracking, configurable employer payroll burden modeling (FICA/FUTA/SUTA/WC), and executive contract margin analytics to protect cash flow and eliminate unprofitable placements.
How do I resolve sudden clinician callouts with the 1-Click Rapid Replacement Engine?
Learn how to handle last-minute nurse sick calls and emergency absences with AI-powered candidate scoring, credential verification, and 1-click schedule reassignment.
How does Google Gemini 3.7 Flash AI OCR auto-extract licenses and expiration dates?
Discover how multimodal vision AI scans nurse licenses, state board certificates, and CPR/BLS cards from phone camera snaps or PDFs to populate credential registries with 0 manual typing.
How do I capture EVV GPS audit coordinates and supervisor digital e-signatures?
Ensure 100% 21st Century Cures Act EVV compliance with real-time browser GPS geolocation capture and touch/stylus HTML5 supervisor signature sign-offs.
How do I communicate with on-duty staff using the Persistent Dispatch Chat & 1-Tap Macros?
Keep coordinators and traveling clinicians in sync in real time with the persistent middle-right Dispatch Messenger, 1-tap floor macros (door keypad codes, parking passes, charge nurse contacts), and live multi-facility channels.
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Our staffing specialists can take your team through live operations setup, compliance migration, and timesheet automation.