Team Management

OnLocum allows multiple team members to manage your facility's staffing needs. This guide covers inviting team members, assigning roles, and managing permissions.

Role Types

Administrator

Full access to all features:

Permission	Access
Post shifts	Yes
Approve timesheets	Yes
View billing	Yes
Make payments	Yes
Manage team	Yes
Organization settings	Yes
View reports	Yes
Delete account	Yes

Best for: Facility owners, office managers, HR directors

Manager

Day-to-day operational access:

Permission	Access
Post shifts	Yes
Approve timesheets	Yes
View billing	Yes (read-only)
Make payments	No
Manage team	No
Organization settings	No
View reports	Yes
Delete account	No

Best for: Shift supervisors, department heads, charge nurses

Viewer

Read-only access:

Permission	Access
Post shifts	No
Approve timesheets	No
View billing	No
Make payments	No
Manage team	No
Organization settings	No
View reports	Yes (limited)
Delete account	No

Best for: Auditors, compliance officers, external stakeholders

Note

Custom roles can be created for enterprise accounts. Contact support to discuss your specific permission requirements.

Inviting Team Members

Step-by-Step Invitation

Go to Settings > Team
Click Invite Team Member
Enter their details:
- Email address
- Full name
- Role (Admin, Manager, or Viewer)
- Department (optional)
Add a personal message (optional)
Click Send Invitation

Invitation Process

Stage	What Happens
Sent	Email delivered with invitation link
Pending	User has 7 days to accept
Accepted	User creates account and joins team
Expired	Invitation expires after 7 days

Resending Invitations

If someone hasn't accepted:

Go to Settings > Team > Pending
Find the invitation
Click Resend
Or click Cancel to revoke the invitation

Bulk Invitations

For multiple team members:

Click Bulk Invite
Upload CSV file with:
- Email
- Name
- Role
Or paste emails (one per line)
Assign default role
Send all invitations

Permission Levels

Detailed Permissions

Shift Management

Action	Admin	Manager	Viewer
Create shifts	Yes	Yes	No
Edit shifts	Yes	Yes	No
Cancel shifts	Yes	Yes	No
View shifts	Yes	Yes	Yes
Assign workers	Yes	Yes	No

Timesheet Management

Action	Admin	Manager	Viewer
View timesheets	Yes	Yes	Yes
Approve timesheets	Yes	Yes	No
Edit hours	Yes	Yes	No
Dispute timesheets	Yes	Yes	No

Worker Management

Action	Admin	Manager	Viewer
View worker profiles	Yes	Yes	Yes
Add to float pool	Yes	Yes	No
Block workers	Yes	Yes	No
Direct invitations	Yes	Yes	No

Financial Management

Action	Admin	Manager	Viewer
View invoices	Yes	View only	No
Make payments	Yes	No	No
Download invoices	Yes	Yes	No
View spending reports	Yes	Yes	No

Department-Based Permissions

Limit access to specific departments:

Go to Settings > Team
Click on a team member
Under Department Access, select:
- All Departments - Full facility access
- Specific Departments - Choose which departments
Save changes

Tip

Use department-based permissions for charge nurses or department supervisors who should only manage their unit's staffing.

Managing Team Members

Viewing Your Team

Go to Settings > Team to see:

All active team members
Their roles
Last active date
Department access
Pending invitations

Editing Roles

To change someone's role:

Go to Settings > Team
Click on the team member's name
Select new role from dropdown
Click Save Changes
They'll receive an email notification

Removing Team Members

To remove access:

Go to Settings > Team
Find the team member
Click Remove
Confirm removal
Access is revoked immediately

Warning

Removed team members lose all access immediately. Any shifts they created remain active; any pending approvals should be reassigned.

Transferring Ownership

To transfer Administrator ownership:

Current Admin goes to Settings > Team
Click Transfer Ownership
Select the new Admin
Confirm with your password
Ownership transfers immediately
You become a Manager (can be changed by new Admin)

Activity Logs

Tracking Team Actions

Monitor what your team is doing:

Go to Settings > Activity Log
View chronological list of actions:
- Who did it
- What they did
- When it happened
- Affected items

Logged Activities

Actions tracked include:

Shifts created, edited, cancelled
Workers approved or declined
Timesheets approved or disputed
Team members added or removed
Settings changed
Payments made

Filtering the Log

Filter activities by:

Team member
Action type
Date range
Department

Exporting Logs

Download activity logs:

Set your filters
Click Export
Choose format (CSV or PDF)
Download file

Best Practices

Role Assignment

Minimize Admins - Only 1-2 people need full access
Use Managers for daily ops - Most team members need this level
Viewers for oversight - Finance, compliance, external stakeholders
Review regularly - Remove access when people leave

Security Recommendations

Unique accounts - No shared logins
Strong passwords - Enforce password requirements
Two-factor authentication - Enable 2FA for all Admins
Regular audits - Review team list quarterly
Immediate revocation - Remove access when roles change

Onboarding New Team Members

When adding someone new:

Start with appropriate role (not Admin)
Assign department access if needed
Send training resources:
- This documentation
- Internal policies
- Contact for questions
Review their activity initially
Adjust permissions as needed