Add staff in Manage Employees from the Provider Center. Give each person their own User Login Info and select only the permissions they need to use ElderSuite.
Manage Employees keeps each staff member with the login and permissions that belong to them, so the right people can sign in without sharing the provider password.
Open the Provider Center from the ElderSuite main menu and click Manage Employees. The list is the roster. Open a person from that list to reach Employee Information.
Employee Information holds the name, the optional User Login Info, and the Manage Permissions ticks that decide what that person can open after they sign in.
ElderSuite does not use roles. There is no role field. Each permission is a named tick box on a Center sub-tab. A person can have a personnel record with no login, which is right for staff who need to be on the roster but should not sign in.
The provider account credentials also sign in. They live on Provider Center → Provider Information → ElderSuite Account Settings, and they grant Full Access to all six permission-controlled Centers. Signing in with an employee's User Name and Password is Limited Access and enables only the ticks on that record.
Open the Provider Center from the ElderSuite main menu and click Manage Employees.
The list always opens on View: Active. Anyone marked Inactive is hidden until you switch View: to All.
Click Add New for a new record. Highlight a row and click Edit, or double-click the row, to open an existing one.
Employee Information opens on Contact Information. At least one of First Name, MI, Last Name, or Nick Name must hold something. Those four boxes build the name at the top of the window, and the record cannot be saved while that name is blank. Everything else on the record is optional.
If Save & Close appears to do nothing and shows no message, the four name boxes are empty. Type a name into any one of them and save again.
A saved employee appears on the Manage Employees list without the list having to be reopened.
Licenses and certificates that belong to that employee are attached with Manage Documents on the Employee Information action bar, after the record has been saved. That opens Employee Documents for that person.
Open the Manage Permissions tab and its User Login Info sub-tab. Fill in User Name, Password, and Confirm Password in the User Login Information box. An employee record can be saved without login credentials. Each login field accepts up to 25 characters.
Confirm Password must match Password. A mismatch shows Password Not Confirmed, and nothing is saved. The password, the name, and the permissions all stay unsaved.
Give each employee their own User Name. ElderSuite does not check employee user names for uniqueness, so avoid reusing the same user name for more than one person.
To reset a password, type the new one into Password and Confirm Password and click Save & Close. There is no forgotten-password link on Sign In. To take away one person's access, mark the employee Inactive and click Save & Close. An inactive employee cannot sign in.
Stay on Manage Permissions. Work through the six permission Center sub-tabs (Provider Center, Client Center, Nursing Center, Nutrition Center, Claim Center, and Reports Center) and tick the named things that person should be able to open.
Every box starts unticked on a new employee. Select All ticks every box on that one sub-tab and leaves the others alone. There is no Clear All. Untick box by box.
A few screens can be opened from more than one Center, so Manage Payment Types, Manage Physicians, Manage Pharmacies, and Manage Hospitals appear on two sub-tabs each. The two ticks are independent.
Click Save & Close after the name, login, and ticks are set. That is the action that writes the permission list from the tick boxes onto the employee record.
The new ticks take effect the next time that employee signs in. They do not change what someone already signed in can see.
At Sign In, the employee types the User Name and Password from their record. A successful employee sign-in is Limited Access.
When a member of staff leaves, tick Inactive and click Save & Close. There is no Delete on the employee list. Delete lives on Employee Information. If Delete Prevented appears, the employee is already used in a record. Tick Inactive instead so the history stays and they drop off the Active view.
The list has no search box. Click in the list and type the first letters of a name to jump the highlight. Typing does not filter the list down.
An employee record can be saved without login credentials. User Name is not checked for uniqueness.
Sign In has no forgotten-password link. An administrator resets the password on the employee record.
Permissions apply at the next sign-in. They do not change the current session.
On Limited Access, a greyed Center or button often means the matching tick was not granted, or was not written with Save & Close. Under Full Access, permissions do not grey buttons out.
Save & Close writes the permission ticks onto the employee record.
Closing the window and answering Yes to Save Changes saves the employee's details but does not write those ticks. The record looks saved, and the permission change is lost.
If the name at the top of the window is still blank, Save & Close does nothing and shows no message. Closing the window then discards everything typed, with no prompt.
Fill in a name, finish permission work with Save & Close, and have the employee sign in again to see the new access.
For step-by-step instructions, click Ask Eddie from within ElderSuite.
ElderSuite is adult day care software for attendance, Medicaid billing, nursing documentation, and CACFP. You can try it free for 30 days.
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