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Add a New User

Navigate to the Users page. Select ADD USER (located in the top right corner).

You will be prompted to select a User Role.

Note: You may only create users in roles below your own

After choosing a role, select the Location(s) where they will be working. Then input their necessary contact and login information.

Click the blue NEXT button to continue.

Note: The next step(s) differ based on the selected user role

New Administrators and Managers

The next screen will display their Permissions. These can be left in the default state or adjusted for your needs. Select NEXT to save the user.

New Staff

For new Staff, Koroid will move to the Job Titles tab. You may add Job Titles for each Location the Staff member is assigned to.

Select ADD JOB TITLES beside each Location and then choose from the dropdown menu options.

At the bottom of the page you must enter an Employment Type and any Credentials for the user.

Select NEXT to save and move to their Permissions tab. These can be left in the default state or adjusted for your needs.

Select NEXT to save and move to their Availability tab. Add their availability or leave this empty for the user to fill in.

The new user profile is now complete!

Note: You can return to a user's Profile via the Users page to make changes later on.


Assign Managers to Departments

Departments are linked to Locations, so make sure you have selected the correct Location before editing Departments.

Note: Only Administrators and Owners can edit Departments.

Note: Each Department must have an assigned Manager before a schedule can be made.

Assign a Manager

To assign a Manager to a Department, select the pencil icon beside the Department you want to edit, or create a new one.

The screen will display the Staffing Details for the selected Department. Staffing Details outline which Staff Groups are available for scheduling in the selected Department.

Begin by selecting the Staff Group you want to assign, followed by the Job Titles within that Staff Group.

Then select the Manager you'd like to assign. You may assign multiple Managers to each Staff Group.

Note: Only users with the role of Manager will show up here. You will need to create multiple Staffing Details for Managers who oversee multiple Staff Groups.

You may add as many new Staffing Details as you like. Then click UPDATE DEPARTMENT to save your changes.

Editing Managers

To edit Managers of a Department, select the pencil icon beside the Department you want to edit.

The screen will display the Staffing Details for the selected Department. Change any selections you'd like in the Staffing Details.

After making your changes click UPDATE DEPARTMENT to save them.


Credentials

The Credentials section allows you to track specialties and licenses for Staff members. These fields can be linked to particular Staff Groups and Staffing Demands to ensure that the most qualified Staff are assigned where they are needed.

Note: This page refers to managing Credentials for an entire Location. Follow these links to learn about assigning Credentials to Staff or Managers, or creating Staff Groups and Shifts with associated Credentials.

Add a Credential

Navigate to the settings panel on an Owner account and select Credentials from the left sided bar menu. Click on the + symbol.

Enter a Name and select whether the Credential is an official license (eg. RN, LPN, PA) or a specialty/skill (eg. Spanish Speaker). You can create as many Credentials as you like.

Click SAVE CREDENTIALS to save any new Credentials.

Edit a Credential

Click on Credential you’d like to edit and enter your changes

You must select SAVE CREDENTIALS to save any changes.

Delete a Credential

Select the red minus symbol beside the Credential you want to delete.

A box will appear asking you to confirm this decision. To proceed, click CONFIRM.

Note: Deleting a Credential will remove that data from all places it is currently in use.


Custom Fields

Custom Fields are additional sections that are added to Staff Groups, Departments, or User Profiles in Koroid. These fields can be used to track and manage information specific to an Organization's needs.

Note: Custom Fields can only be created by Owners in Koroid.

Add a Custom Field

Navigate to the settings panel on an Owner account and select Custom Fields from the left sided bar menu. Click on the + symbol.

Enter a Name and select the area where you'd like the Custom Field to display. You can add as many Custom Fields as you like.

Click SAVE CUSTOM FIELDS to save any new Custom Fields.

Edit an Existing Custom Field

Click on field you'd like to edit and enter your changes

You must select SAVE CUSTOM FIELDS to save any changes.

Delete a Custom Field

Click on the red minus symbol beside the custom field you want to delete.

A box will appear asking you to confirm. To proceed, click DELETE.

Note: Deleting a Custom Field will remove that data from all places it is currently in use.


Delete a User

Note: You can not remove users that have active shifts. Only inactive users can be deleted!

Only inactive users can be removed from Koroid. To deactivate a user please follow the User Status supports documentation.

Navigate to the profile page of the user you want to delete. Select DELETE USER. A box will appear asking you to confirm this decision. To proceed, click YES.


Edit Location

Note: Only Owner accounts can edit Locations.

To edit a Location select the pencil icon next to the Location you want to edit.

Here you can edit the name and address details, as well as add or edit Shift Times.

Click UPDATE LOCATION to save any changes.


Edit User Profiles

Edit Your Profile

Note: Not all users have access to edit profiles. If you are unable to make edits to your own profile, please contact your Manager.

To edit your own Profile, navigate to the Profile page from the sidebar menu. Select the area you'd like to update and make any changes.

Note: You can only change contact information related to your account.

You must select SAVE PROFILE to save any changes.

Edit Another User's Profile

To edit another user's Profile, navigate to the Users page from the sidebar menu. Select the user you'd like to edit.

Note: You can only edit the Profiles of users in roles below your own.

When viewing their Profile you can edit their User Role, assigned Locations, Job Titles, Credentials, Permissions, and Availability.

Note: Changing the User Role will automatically change the user's Permissions and default notifications.


Employment Types

Employment Types refer to the employment status options for your Staff. You can use this setting to manage various employment agreements.

Note: Employment Types can only be managed by Owners in Koroid.

Note: Full-Time and Part-Time are default Employment Types and cannot be removed (their Max Hours can be changed).

Adding a New Employment Type

Navigate to the settings panel on an Owner account and select the dropdown menu for Employment Types. Click on the + symbol to add new Employment Types.

Enter a Name and the Max Hours Per Week allowed for that Employment Type. Click SAVE EMPLOYMENT TYPES to save.

Edit Existing Employment Types

Select the name or max hours you wish to change. After editing click SAVE EMPLOYMENT TYPES to save the changes.

Deleting an Employment Type

Click on the red minus symbol beside the Employment Type you want to delete.

You will be asked to confirm your decision. Click DELETE to proceed.

Note: If there are employees assigned to the employment type you want to delete you must remove them before deletion is enabled.


Impersonate a User

This Koroid feature allows Owners to view the app from another user's account. Use this tool to help diagnose issues for another user, or make edits on their behalf.

Begin Impersonating a User

Navigate to the Users page from the side menu. Select the user you'd like to impersonate.

In the user's Profile page you'll find the IMPERSONATE button next to their profile picture.

Koroid will reload with a view of the impersonated user's Dashboard.

Stop Impersonating a User

From any page in the Koroid app you can stop impersonating the user.

To do so click the STOP IMPERSONATING button along the top of the screen.

Koroid will return you to the Users page.


Job Titles

Job Titles designate an employee within a Staff Group. By creating accurate Job Titles you can align users with your scheduling needs quickly and efficiently.

Add

To add Job Titles navigate to the Staff Groups page. Add Job Titles to an existing Staff Group by selecting its pencil icon or create a NEW STAFF GROUP and add Job Titles there.

Inside the Staff Group select ADD JOB TITLE. You can add as many Job Titles as you need.

Save your new Job Titles by clicking UPDATE STAFF GROUP (or CREATE STAFF GROUP if you are creating a new Staff Group).

Edit

To edit a Job Title select the pencil icon beside a Staff Group. Make any changes and click UPDATE STAFF GROUP to save.

Remove

To remove a Job Title select the pencil icon beside a Staff Group. Click the red minus circle beside the job title you want to remove.

Click on UPDATE STAFF GROUP to save.


Manage Departments

Departments are linked to Locations, so make sure you have selected the correct Location before adding or editing Departments.

Note: Only Administrators and Owners can add or edit Departments.

Create a New Department

To add a new department to your location, click on ADD DEPARTMENT.

Begin by naming the new department and entering the necessary contact information. Select one or multiple Staff Groups that are authorized to work in the new department. Any Custom Fields added by an Owner will show up here and allow you to provide additional detail about the Department. Click SAVE DEPARTMENT to save your new Department.

A notification bar will confirm its creation.

Edit Existing Departments

To edit a Department, click on the pencil icon beside the Department you want to edit. You can update contact information, authorized Staff Groups and Custom Fields.

To save any changes click UPDATE DEPARTMENT.

A notification bar will confirm your changes.


Manage Shift Times

Shift Times allow you to quickly schedule users to common shifts at each Location of your Organization. They are linked to Locations so they have to be added to each Location separately.

Note: Only Owners can add, edit, and remove Shift Times.

Add a New Shift Time

Select the Location where you would like to add a Shift Time. Click on ADD NEW SHIFT TIME.

You can enter a custom Label and Short Code to easily identify this Shift Time when scheduling. Set the start and end times and click UPDATE LOCATION to save.

You will now see this Shift Time available when scheduling at that location.

Edit Shift Times

Navigate to the Locations page and select the pencil icon beside the Location you want to edit.

Make any changes to the Shift Times you'd like to edit.

Be sure to click UPDATE LOCATION to save any changes you make.

Remove a Shift Time

Navigate to the Locations page and select the pencil icon beside the Location you want to edit.

Click on the red minus symbol next to the Shift Time you want to remove.

Then click UPDATE LOCATION to save.


Profile Page Overview

The Profile page displays your contact information, User Role, and assigned Location(s).

For Staff, tabs along the top allow you to view your Job Titles, and manage Availability.

To edit your contact information, User Role, or Location, simply select the area you'd like to update. You must select SAVE PROFILE to save any changes.

Note: Not all users have permission to edit their profile. If you are unable to make edits, please contact your Manager.


Reporting

Using the Reporting page you can create summary tables of historical Shift Data. Providing reporting helps your organization make better and more informed decisions about staffing. Our goal is to help inform smarter staffing decisions. Owners automatically have the permission to run all reports. Admins have the permission on by default however this permission can be toggled off.

How to run a report?

To run a New Report navigate to the Reports page from the left side menu. Click on NEW REPORT button in the upper right corner and select the Report Type from the drop down menu. Begin by selecting Report Filters or use a Preset. Click NEXT button in the lower right corner and Select the Report Data by marking the check box in front of the wanted field or check Select All for all data in report. Click NEXT button in the lower right corner and Select the Data Range. You can select a CUSTOM data range or select a certain DAY, WEEK or MONTH. Click GENERATE to create your report.

Reviewing past reports - All of your generated/past reports are listed on the main Report page under ALL REPORTS. Selecting any report will bring you back into the original report as it was initially generated. To go back to ALL REPORTS page click on REPORTS button in the lower left corner. To save a report as a preset click on the OPTIONS button in the upper right corner and select Save as Preset.

Select the red trash icon beside a report to delete it.

What is a preset and how do I use them?

Presets are previous saved reports regarding the Report Filters/Report Type and the Report Data. They are listed under REPORT PRESETS on the main reporting page. Presets help you to generate consistent reports based on the same set of parameters. To use a Preset you can either select it from your list of saved presets in the first step of creating a NEW REPORT or use the QUICK REPORT button. The QUICK REPORT button will ask you to select a date range before generating a New Report based on that Preset.

To Edit a Preset, click on the pencil icon beside the Preset you want to edit. You can update Report Details and Report Data. To save any changes click on SAVE . A notification bar will confirm your changes.

Select the red trash icon beside a preset to delete it.

Types of Reports

  • Shift offers
  • Shift details
  • Availability

Staff Groups

Staff Groups help to organize your Staff for scheduling at each Location. Create a Staff Group for any collection of Staff that fulfill specific job functions (ex. X-Ray Techs, Oncologists, Unit Coordinators) at your selected Location.

Add a New Staff Group

On the Staff Groups page select ADD STAFF GROUP.

Name the Staff Group and assign any Credentials or Shift Times from the available options. You can add Job Titles now or later by clicking ADD JOB TITLE.

Click on the CREATE STAFF GROUP button to save.

Edit a Staff Group

To edit an existing Staff Group, click on the pencil icon at the end of the row.

Once finished, click on the UPDATE STAFF GROUP button to save any changes.


User Permissions

Koroid automatically sets Permissions for new users based on their User Role. Organizations can use Permissions to manage access for special use cases if needed.

Owners, Administrators, and Managers can toggle Permissions for any user below them.

You can view the available Permissions for each User Role below.

Note: Permissions are active by default unless marked otherwise.

Note: Owners have all Permissions active and they can't be changed.

Administrator

Departments

  • View Departments page: Give user the ability to view the main Departments page.
  • Edit Departments: Gives user the ability to edit Departments.
  • Edit staffing details: Gives users the ability edit staffing details.

Staff Groups

  • View Staff Groups page: Gives user the ability to view the main Staff Groups page.
  • Edit Staff Groups: Gives user the ability to edit Staff Groups.
  • Edit Job Titles (Inactive): Gives users the ability to edit Job Titles.
  • Edit Credentials: Gives user the ability to edit Credentials.
  • Edit Shift Times: Gives user the ability to edit Shift Times.

Users

  • View Users page: Gives users the ability to view the main Users page.
PROFILE
  • View others' Profile: Gives users the ability to view other user's Profiles.
  • Edit others' Profile: Gives users the ability to edit other user's Profiles.
JOBS
  • View others' Job Titles: Gives users the ability to view other user's Job Titles.
  • Edit others' Job Titles: Gives users the ability to edit other user's Job Titles.
PERMISSIONS
  • View others' Permissions: Gives users the ability to view other user's Permissions.
  • Edit others' Permissions: Gives users the ability to edit other user's Permissions.
AVAILABILITY
  • View others' Availability: Gives users the ability to view other user's Availability.
  • Edit others' Availability: Gives users the ability to edit other user's Availability.

Scheduling

  • View Schedules page: Gives users the ability to view the Schedules page, limited by Staff Groups they belong to.
SHIFT REQUESTS
  • Create Shift Requests: Gives users the ability to create Shift Requests.
  • View Staffing Demand: Gives users the ability to view the Staffing Demand page.
SHIFT ASSIGNMENT
  • Directly assign Shifts: Gives users the ability to assign shifts to other users.
  • Unassign Shifts: Gives users the ability to remove scheduled users from a shift.
  • Handle Cancellation Requests: Gives users the ability to respond to cancellation requests made by Staff.
  • Send Shift Offers: Gives users the ability to offer shifts to other users.

Reports

  • View reports page: Gives user the ability to view reports on the Reports page.
  • Generate reports: Gives user the ability to generate reports.
  • Edit report presets: Gives user the ability to edit report presets.

Profile

  • Edit own profile: Gives user the ability to edit their own profile contents.

Manager

Users

  • View Users page: Gives users the ability to view the main Users page.
PROFILE
  • View others' Profile: Gives users the ability to view other user's Profiles.
  • Edit others' Profile: Gives users the ability to edit other user's Profiles.
JOBS
  • View others' Job Titles: Gives users the ability to view other user's Job Titles.
  • Edit others' Job Titles: Gives users the ability to edit other user's Job Titles.
PERMISSIONS
  • View others' Permissions: Gives users the ability to view other user's Permissions.
  • Edit others' Permissions: Gives users the ability to edit other user's Permissions.
AVAILABILITY
  • View others' Availability: Gives users the ability to view other user's Availability.
  • Edit others' Availability: Gives users the ability to edit other user's Availability.

Scheduling

  • View Schedules page: Gives users the ability to view the Schedules page, limited by Staff Groups they belong to.
SHIFT REQUESTS
  • Create Shift Requests (Inactive): Gives users the ability to create Shift Requests.
  • View Staffing Demand: Gives users the ability to view the Staffing Demand page.
SHIFT ASSIGNMENT
  • Directly assign Shifts: Gives users the ability to assign shifts to other users.
  • Unassign Shifts: Gives users the ability to remove scheduled users from a shift.
  • Handle Cancellation Requests: Gives users the ability to respond to cancellation requests made by Staff.
  • Send Shift Offers: Gives users the ability to offer shifts to other users.

Profile

  • Edit own profile: Gives user the ability to edit their own profile contents*.*

Staff

Shifts

  • View Shifts Calendar: Gives user the ability to be scheduled for shifts, view, and interact with their own shifts.
  • Request Shift Cancellation: Gives user the ability to Request shift cancellation for shifts they are currently scheduled for.

Profile

  • Edit own profile (Inactive): Gives user the ability to edit their own profile contents*.*
JOBS
  • View own Job Titles: Gives users the ability to view their own Job Titles.
AVAILABILITY
  • View own availability: Gives user the ability to view their own availability.
  • Edit own availability: Gives user the ability to edit their own availability.

User Roles

User Roles are assigned when adding a new user, or editing a current one.

Each role has certain Permissions that determine the level of access to Koroid's features.

Koroid's User Roles help establish an employee hierarchy, helping you create and organize your team with ease.

Owner

The Owner role is assigned to the person that creates and owns the primary Koroid account. They are responsible for initial setup, creating Locations and Administrators. This person has access to all of Koroid but receives no notifications.

  • Person in this role: IT Manager, Head of Operations, Health Service Manager
  • Can add/edit all user roles, add Locations for the Organization, and manage Organization wide settings

Administrator

An Administrator is someone that oversees an entire Location. They are in charge of establishing the user base and structure for their Location. They can do this with Departments, Staff Groups, Credentials, and other Koroid features. These people will use Koroid most often for reporting and tracking purposes.

  • People in this role: Dean of Medicine, Head of Human Resources
  • Can add/edit Managers and Staff, create Staff Groups and Departments

Manager

The Manager role is for people in charge of scheduling and managing a Staff Group or Department. The Manager has access to edit and create new Staff profiles. They are essential in making and maintaining Schedules using Koroid.

  • People in this role: Head of Surgery, Lead Nurse, Chief Resident
  • Can add/edit Staff, create Shift Requests, and manage Schedules

Staff

The Staff role belongs to all shift workers within an Organization. Staff members can be assigned to several Locations, Departments, and/or Staff Groups. Staff members can use Koroid to view and manage their schedule and availability.

  • People in this role: Nurse, Surgeon, Janitor, Receptionist
  • Limited to managing own Shifts and Availability

Users Page Overview

Note: The Users page is only accessible, by default, to Managers and above.

The Users page displays all users assigned to your current Location. They are organized by User Role along the top of the page.

The Administrator and Manager tabs show those user's assigned Location(s) and last login.

The Staff tab will display those user's basic information: Staff Group(s), Job Title(s), Employment Type, and last Shift.

You can use the fields along the top of the Staff tab to sort, or search for a specific Staff member.

Selecting any user will bring you to their Profile page.


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