To make registering for the app as quick, easy and secure as possible, staff are required to be authorised to use the app.
To do this, you will need to upload a spreadsheet containing each staff member's:
First name
Surname
Email address
Mobile phone number
Payroll ID (payroll number, NI number etc) - optional
Site (if you have sites set up in your admin portal).
š”Top tips for creating a great staff spreadsheet:
If a colleague has sent the spreadsheet to you with a password to protect it, please remove the password
Make sure each column has a title
The columns can appear in any order and don't worry if you have additional columns.
Only one staff member should appear on each line
If you would like a spreadsheet template then click the link to download: user-invitation-doc-template-1.csv
Here's an example:
Need helpĀ uploading your staff list? We're here to help. Click on the chat icon in the bottom right corner of the screen to let us know you need help. We will advise you on how to send us a password-protected copy of your list, and we'll then take care of the rest!
How to authorise your staff - a step-by-step guide
Step 1: Log in to your portal, head to āapp usersā and then click on the 'manage' tab:
Step 2: Next click on the red āAdd Inviteesā button.
If you are launching to your team or have many new starters select āBulk uploadā:
Step 3: Click on 'Upload file':
Step 4: Select the spreadsheet you have created and click 'Open'.
A pop-up will appear at the bottom of the modal, letting you know the file is being uploaded:
Step 5: Make sure the uploaded columns are going to be entered into the correct columns in your portal.
The column on the left shows the field in the spreadsheet you have uploaded and the column on the right shows where the data will be added to the portal:
Step 6: To change the field the data will be entered into, click on the drop-down menu and select the correct field:
If you need to check what data is in each field click on the field and a preview will display on the right-hand side of the modal for you:
Step 7: Once you are happy that they are correct, click Continue:
Need help? Call us on 02038279474.
If you would prefer us to upload your staff details for you, click on the chat icon in the bottom right corner of the screen to let us know and we will advise on how to send us a password-protected copy of your list.
Step 8: You will then be shown a list of the information that will be uploaded:
If any data is not in the correct format it will be highlighted in red as invalid. This includes:
Missing first or surnames,
Email addresses in the wrong format
Sites that do not match your sites listed
Duplicate email or mobile numbers already linked to users at your organisation
āJust to note: if your organisation has sites and the site field is left empty for a user, they will be assigned to 'all sites'.
To correct any invalid data, click Invalid at the top of the table to view all invalid fields. You can then click in the field to update the data:
If you'd prefer to download this list and update it manually, click the download icon at the top of the table.
Once downloaded, delete the invalid fields to continue with the upload. To do this, tick the box at the top left next to 'first name' and then click the bin icon at the top:
Step 9: Once there are no invalid fields you can click 'Submit' in the top right to upload your data:
Step 10: Once complete, this confirmation message will show, click 'Continue' to finish:
āJust to add! The accounts will now be created in the background, this may take a few minutes to complete.
Once the accounts are created you will receive an email showing the number of accounts created and updated and any duplicate records that have been flagged:
These users will already have an account with another organisation using Care Friends. To allow you to authorise them, you can direct them to delete their previous account from within the app (details on how to do this can be found HERE)
šPreparing to launch? It's a great idea to send out some pre-launch communications, find some ready-made examples HERE (UK and ROI) or HERE (AUS).
If you have any questions or require any support with authorising your staff, please use the chat icon at the bottom right corner of your screen to contact us.
What's Next?