Staff

Staff Member Administration

 

Overview

A record for each Clarity Human Services user, or staff member, is created and maintained at the agency level by system administrators. From the STAFF tab within the agency, System Administrators maintain contact information, define elements of system access, and grant access to other agencies.

A limited amount of information can be altered by staff members themselves. For more information, see Staff Member Account Settings


Viewing or Editing Existing Staff Members

To create or edit a Staff Member record, click on the Launchpad and navigate to MANAGE > STAFF. Staff members that have been created for that agency, broken down into lists of active and inactive staff, will be displayed. 

To view or edit an existing staff member record, click the edit icon beside the member’s name. 

If desired, you can search for a specific staff member by entering the staff member's first name and/or last name, email address, or username in the Search field. Avoid entering spaces before or after your entry (for example, type "Smith" instead of "  Smith" or "Smith  ").

To expand your search to any agency,  or to refine your search by Access Role or Last Login Date, click the Show/Hide arrow next to Advanced search options

 

Adding a New Staff Member

To create a new record, click ADD NEW STAFF MEMBER


Complete the following fields:

  • Username: the username a staff member uses to log into Clarity Human Services (staff members may also use the email address in the record). Usernames must begin with a letter and must contain only letters, numbers, or the '_' symbol, and can be a maximum of 25 characters long. The username must be unique.

  • First Name: may contain letters, symbols, numbers, and spaces; can be a maximum of 50 characters. 

  • Last Name: may contain letters, symbols, numbers, and spaces.

  • Email Address: must be unique.

  • Phone Number: the staff member’s phone number (limited to 10 digits/no punctuation) and (if applicable) extension (limited to 5 digits/no punctuation). This field is not required. 

  • Access Role: the selections available for Access Role are based on the access roles available in the system. This will define the Clarity Human Services components and access level for the staff member. You may give the user access to additional agencies, each of which will have its own access roles, in Additional Agency Access. For more information about access roles, see Creating and Editing Access Roles.

  • Agency: the agency where the staff member account is set up; the agency they access the system from. This agency is considered the staff member's Primary Agency. You can give staff members access to additional agencies in the Additional Agency Access section.

  • Status: whether the staff member is active, inactive, or the record has been locked.

    • Selecting “Inactive” will prevent the staff member from signing in. You can change this status later to allow access again. The system will automatically set the status to "Inactive" if Disable Inactive Users has been enabled in System Settings and if the staff member has not logged in during the set time.
    • The status will show as “Locked” when the user has entered the incorrect password too many times, based on the Maximum Password Attempts setting. A locked account can be unlocked by any of three methods: 1) After waiting the amount of time specified by the Lockout Time setting, the staff member can log back with the correct password; 2) The staff member can use the FORGOT PASSWORD link to create a new password; or 3) You can unlock the staff member’s account, at which point the staff member can either use the correct password or use the FORGOT PASSWORD link to create a new password.
  • Profile Override: allows a staff member to view a different Client Profile in the client record than the agency default Client Profile. This field is “read-only,” meaning that only a System Administrator may update this setting. The staff member will see the name of their default Profile screen but cannot select a different one.

  • Enable 2FA: enables two-factor authentication (2FA) for the staff member. For more information about 2FA, see Two-Factor Authentication (2FA) Administration.

  • Force Password Change: toggling this on will require the staff member to change their password the next time they log in.

  • Date of last password change: displays the date and time of the staff member’s last password change. 

  • Password: you can manually add a new password for the staff member (existing passwords will not display). Passwords must meet certain criteria. For information about password requirements and restrictions, see Accessing Clarity Human Services.

  • Confirm password: retype the new password for confirmation. 

  • Auto Suggest: selecting “Enabled” allows the staff member to receive client record suggestions as they type characters when searching for clients

  • Assessment Due Warning: when this is toggled on, the staff member will receive an “Assessment Due” notification by email. You can select the number of days before the due date the staff member will receive the notification. 

Note: Other configurations must be in place for a staff member to receive these notifications. See How Do I Receive Assessment Due Warnings? for more information. 

  • Inventory Access: this setting controls access to the Units display on the Unit Queue tab for individual staff members
    • “Agency Default”: The staff member will be able to see Units according to whatever level is selected for the agency’s Staff Inventory Access setting (set at the AGENCY OVERVIEW page). This is the default selection for this picklist. 
    • “Agency”: The staff member will only be able to see that agency’s Units.  
    • “Coordinated Entry Type”: The staff member will be able to see all Units in either the CoC or the Primary Sharing Group, depending on the system’s Coordinated Entry Type setting.
    • “System”: The staff member will be able to see all Units in the system.

Click ADD RECORD when you are done. 

The following additional fields and sections will appear: 

  • Last User Policy updated: displays the date when a User Policy was last accepted. 

  • Last Visited: displays the date and time the staff member last logged into the system.

  • Additional Agency Access: For more information about this section, see the Help Center article Additional Agency Access

  • Departments: This will only display if enabled in the agency’s Sharing settings. For more information about adding Agency Departments to a staff member’s record, see the Help Center article Sharing Departments

  • Last Executed Reports: Displays reports the staff member executed along with the execution date.

  • User Policy: If the system is not configured to enforce a user policy, one can be manually uploaded by clicking Add User Policy. This will automatically be populated if the staff member signs a user policy upon sign-in.