Getting Started as a Healthcare Facility

Welcome to OnLocum! This guide walks you through setting up your facility, configuring your requirements, and posting your first shift.

What You'll Need

Before you begin, make sure you have:

• Business registration documents
• Facility license or accreditation
• Tax identification number
• Admin user details (email, phone)
• Payment method for billing

Step 1: Create Your Account

Web Platform (Recommended)

1. Visit onlocum.com/register
2. Click Sign Up as Facility or Post Shifts
3. Enter your email address
4. Create a secure password
5. Verify your email

Mobile App

You can also use the OnLocum Employer app available on Android.

Step 2: Set Up Your Organization

After account creation, complete your organization profile:

Organization Details

• Legal Name: Your registered business name
• Trading Name: Name displayed to workers
• Type: Hospital, Clinic, Nursing Home, Home Care Agency, etc.
• Size: Number of staff, beds, or locations

Contact Information

• Primary contact name and role
• Phone number
• Email address
• Physical address

Location

• Set your facility's exact location on the map
• Add multiple branches if applicable
• Define service areas

Step 3: Configure Requirements

Set the default requirements for workers at your facility:

Document Requirements

Select which documents workers must have:

• Professional license (required)
• Good conduct certificate
• CPR certification
• Hepatitis B vaccination
• TB screening
• COVID-19 vaccination

Qualifications

Specify minimum qualifications:

• Experience level (1+ years, 3+ years, etc.)
• Specializations required
• Language requirements

Step 4: Set Up Payment

Choose how you'll pay for staffing services:

Payment Methods

• M-Pesa - Pay via mobile money
• OnLocum wallet - Pay from your wallet balance

Billing Preferences

• Invoice frequency (per shift, weekly, monthly)
• Billing contact email
• Purchase order requirements

Step 5: Add Team Members

Invite your team to manage shifts and workers:

1. Go to Settings > Team
2. Click Invite Member
3. Enter their email address
4. Assign a role:
   • Admin - Full access
   • Manager - Post shifts, manage workers
   • Viewer - View only

Step 6: Post Your First Shift

Now you're ready to find healthcare professionals!

Create a Shift

1. Go to Shifts > Create Shift
2. Fill in shift details:
   • Date & Time: When the shift starts and ends
   • Service Type: Nursing, caregiving, etc.
   • Workers Needed: Number of professionals required
   • Pay Rate: Hourly or flat rate in KES

Set Requirements

• Select required qualifications
• Add any special requirements
• Note specific skills needed

Publish

• Review shift details
• Click Post Shift
• Workers matching your requirements will be notified

Step 7: Review & Approve Workers

When workers apply for your shifts:

1. Review their profiles and qualifications
2. Check their ratings and reviews from other facilities
3. View their verified documents
4. Approve or Decline applications

Vetting Options

OnLocum staff review worker licence uploads, and shifts that list credential requirements only match workers who meet them. Workers who sign up themselves verify their phone number with a one-time code.

• Licences - uploads are reviewed by OnLocum staff, with expiry tracking. A lapsed or unapproved required licence blocks matching and acceptance for shifts that require it.

Understanding the Dashboard

Your facility dashboard shows:

Overview

• Active shifts and applications
• Upcoming shifts calendar
• Recent activity

Analytics

• Fill rates by shift type
• Worker performance
• Spending trends

Notifications

• New applications
• Shift reminders
• System updates

Next Steps

Explore these guides to get the most from OnLocum:

• Posting Shifts - Advanced shift configuration
• Worker Vetting - Platform verified mark and trust tiers
• Billing & Invoices - Manage payments
• Team Management - Set up your team

For Large Organizations

If you manage multiple facilities or locations, explore our Org-Suite features:

• Centralized dashboard for all locations
• Cascade notifications across facilities
• Tiered staffing for internal staff priority
• Organization-wide analytics

Need Help?

Our team is ready to assist you:

• Email: facilities@onlocum.com
• Phone: +254 768 214 401
• WhatsApp: Send Message
• Visit: Help Centre