Configure your organization to manage multiple healthcare facilities from a single dashboard.

Multi-Facility Setup

The OnLocum Org-Suite enables healthcare organizations to manage staffing across multiple facilities from a centralized dashboard. This guide walks you through setting up and configuring your multi-facility organization.

What is Org-Suite?

Overview

Org-Suite is OnLocum's enterprise solution for organizations managing multiple healthcare facilities:

Hospitals with multiple departments and locations
Healthcare networks with multiple clinics
Nursing home groups with multiple properties
Corporate healthcare managing multiple sites

Key Benefits

Feature	Benefit
Centralized Dashboard	View all facilities from one place
Shared Worker Pool	Workers available across all facilities
Tiered Staffing	Prioritize internal staff, then expand
Cascade Notifications	Smart shift filling across facilities
Consolidated Billing	Single invoice for all facilities
Organization Analytics	Cross-facility reporting

Setting Up Your Organization

Step 1: Register Your Organization

If you're new to OnLocum:

Go to app.onlocum.com/org/register
Enter organization details:
- Organization name
- Type (Hospital Group, Clinic Network, etc.)
- Headquarters address
- Primary contact
Upload required documents:
- Business registration certificate
- Parent company details
- Organization structure
Submit for verification

Step 2: Verify Your Organization

Verification typically takes 1-2 business days:

OnLocum reviews your submission
You may receive follow-up questions
Once approved, you receive Organization Admin access
You can now add facilities

Note

Existing facilities can be upgraded to organization membership. Contact support to consolidate existing accounts.

Step 3: Add Your Facilities

Add each facility to your organization:

Go to Organization > Facilities
Click Add Facility
For each facility, enter:
- Facility name
- Address and location
- Facility type (Hospital, Clinic, etc.)
- Operating hours
- Primary contact
Add departments within each facility
Set facility-specific settings

Step 4: Configure Departments

For each facility, set up departments:

Go to Facility > Departments
Add departments (e.g., ER, ICU, Surgery, General)
For each department, configure:
- Department name and code
- Manager assignment
- Budget limits (optional)
- Default shift requirements

Organization Structure

Hierarchy Overview

Organization (Hospital Group)
├── Facility A (Main Hospital)
│   ├── Emergency Room
│   ├── ICU
│   └── General Ward
├── Facility B (Satellite Clinic)
│   └── Outpatient Services
└── Facility C (Nursing Home)
    ├── Long-Term Care
    └── Memory Care

Roles Across the Organization

Role	Scope	Permissions
Organization Admin	All facilities	Full access everywhere
Organization Manager	All facilities	Operational access, no billing
Facility Admin	Single facility	Full access to assigned facility
Facility Manager	Single facility	Day-to-day operations
Department Manager	Single department	Shifts and workers for department

Assigning Team Members

Go to Organization > Team
Invite team members with appropriate scope:
- Org-wide access
- Specific facility access
- Specific department access
Members receive login credentials
They see only what they have access to

Managing Multiple Facilities

Facility Dashboard

The organization dashboard shows:

All facilities at a glance
Active shifts across facilities
Pending applications
Fill rates by facility
Worker availability

Cross-Facility Features

Feature	Description
Worker Sharing	Workers in float pool available at all facilities
Shift Transfers	Move workers between facilities when needed
Consolidated Reports	Organization-wide analytics
Centralized Billing	One invoice for all facilities

Facility-Specific Settings

Each facility can customize:

Operating hours
Default rates by shift type
Required credentials
Float pool membership
Notification preferences

Worker Management Across Facilities

Organization-Wide Float Pool

Create a pool of workers available across all facilities:

Go to Organization > Workers > Org Float Pool
Add workers who can work at multiple facilities
Set which facilities they're approved for
Mark any facility-specific requirements

Facility-Specific Pools

Each facility maintains its own pool:

Internal Staff - Facility employees
Facility Float Pool - Pre-vetted external workers
Facility Blocked - Workers not allowed at that facility

Worker Assignment Priority

When filling shifts, the system checks in order:

Internal staff at that facility
Facility float pool
Organization float pool
Open market workers

Tip

Workers in your Organization Float Pool are available across all facilities, streamlining staffing for multi-site operations.

Billing and Finance

Consolidated Billing Options

Choose your billing structure:

Option	Description	Best For
Consolidated	Single invoice for all facilities	Centralized finance
By Facility	Separate invoice per facility	Facility cost centers
By Department	Detailed department breakdown	Granular tracking

Setting Up Billing

Go to Organization > Billing Settings
Choose billing structure
Add cost centers or GL codes (optional)
Set up payment method for organization
Configure invoice delivery preferences

Financial Controls

Set spending limits and controls:

Payment Mode - Choose Pay Now (Wallet) or Pay Later (Invoice) per branch
Credit Limits - Set branch-level caps based on your organization's unlocked limit
Organization budget - Overall spending cap
Facility budgets - Per-facility limits
Department budgets - Granular control
Approval workflows - Require approval above threshold

Tip

New organizations start with a KES 20,000 credit limit. As you make on-time payments, your score improves and your limit increases up to KES 500,000. See Financial Controls for the complete guide.

Analytics and Reporting

Organization-Wide Analytics

View metrics across all facilities:

Total shifts and fill rate
Total spending
Worker utilization
Performance trends

Comparative Reports

Compare facilities:

Fill rate comparison
Cost per shift by facility
Worker performance
Response times

Generating Reports

Go to Organization > Reports
Select report type:
- Executive Summary
- Facility Comparison
- Spending Analysis
- Worker Performance
Choose date range
Select facilities to include
Generate and download