> For the complete documentation index, see [llms.txt](https://fieldworker.gitbook.io/fieldworker-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://fieldworker.gitbook.io/fieldworker-docs/product-guides/human-resources-management.md).

# Human Resources Management

Managing your team

Managing a workforce in a social care agency requires a delicate balance between clinical compliance, staff well-being, and operational efficiency. Unlike traditional HR, social care workforce management centers on matching the right skills to specific client [Goals & Needs](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/goals-and-needs) while maintaining strict regulatory standards like [Electronic Visit Verification (EVV)](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/product-guides/electronic-visit-verification).

The [Human Resources Management](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/683/product-guides/human-resources-management) module in Fieldworker serves as the central hub for these activities, integrating staff data directly into the agency's daily [Workflows](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/product-guides/workflows-and-process-managememt).

#### 1. The Employee as a Primary Entity

In the Fieldworker [Information Architecture](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/information-architecture), an [Employee](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/employee) is a standalone entity. This means you can onboard staff, store their credentials, and define their roles before they are ever assigned to a specific [Project](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/project) or [Task](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/task).

* Hierarchy Invariant: Every employee is strictly constrained to one manager. This ensures clear lines of accountability for performance reviews and [Time Management](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/product-guides/time-management) approvals.
* Credential Tracking: The HRM module allows admins to track certifications (e.g., CPR, CNA licenses) and set expiration alerts, ensuring the agency never deploys an unqualified caregiver to a sensitive case.

#### 2. Role-Based Access Control (RBAC)

To manage a diverse team, Fieldworker uses [RBAC](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/customization/role-based-access-control) to tailor the user interface. This is a critical HR function that protects [Customer](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/customer) privacy while simplifying the employee's workday:

* Caregivers: Access the mobile-first [Ability Hub](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/audiences/caregivers-ability-hub), seeing only their assigned visits.
* Admins/Managers: Access the full platform to manage [Schedules](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/schedule) and [Revenue Cycle](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/revenue-cycle) data.

#### 3. Monitoring "Caregiver Burden"

A unique aspect of social care HR is preventing staff burnout. Fieldworker’s [Insights & Reports](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/reports) dashboards provide a "Caregiver Burden" metric.

* The Insight: Managers can visualize who is working maximum hours or traveling long distances between [Locations](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/location).
* The Action: This data allows HR to redistribute [Tasks](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/task) proactively, improving employee retention and the quality of care delivered.

#### 4. Automating HR Processes

By using [Workflows](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/product-guides/workflows-and-process-managememt), agencies can automate the entire lifecycle of a team member:

* Onboarding: A workflow can automatically trigger a sequence of [Custom Forms](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/forms) (e.g., I-9s, background checks, and training videos) that a new hire must complete in the app.
* Payroll Verification: The system automatically transforms verified [EVV](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/product-guides/electronic-visit-verification) visits into [Timesheet Artifacts](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/artifacts), removing the manual burden of calculating labor hours for payroll.

### Step-by-Step: Managing Employee Credentials

Credentialing is a high-stakes process in social care. The [Fieldworker Platform](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/overview/fieldworker-platform) simplifies this by anchoring document storage and expiration logic directly to the [Employee](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/employee) profile.

#### 1. Uploading Staff Credentials

To maintain a "Single Source of Truth" for compliance, follow these steps to upload certificates (e.g., CPR, CNA, Background Checks):

1. Access the Employee Profile: Navigate to the [Employees](https://app.fieldworker.ai/) tab in the main sidebar and select the specific staff member.
2. Open the Credentials/Files Tab: Within the employee record, click on the Credentials (or Files) sub-tab.
3. Upload the Document: Click \[Add New] or Upload. You can drag and drop PDF or image files of the certification.
4. Tag and Categorize: Select the Credential Type (e.g., "Medical License," "Driver's License") from the dropdown. This helps in filtering [Reports](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/reports) later.

#### 2. Setting Expiration Dates & Alerts

Once a document is uploaded, the system must be "taught" when that credential becomes invalid.

1. Enter the Expiration Date: In the credential detail view, select the date the certification expires using the calendar picker.
2. Toggle Automated Alerts: Ensure the "Enable Expiration Notifications" toggle is set to ON.
3. Define the Lead Time: Set how many days in advance the first alert should be sent (e.g., 30, 60, or 90 days).
4. Save: Click Update to finalize.

#### 3. Automated Alert Workflow

Once configured, the [Business Process Automation (BPA)](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/customization/business-process-automation) engine takes over:

* Employee Notification: The [Employee](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/employee) receives a push notification in their Ability Hub app and an email alert, prompting them to begin the renewal process.
* Manager Oversight: Their assigned [Manager](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/information-architecture) is notified via the platform dashboard, allowing them to adjust the [Schedule](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/schedule) if a renewal is not completed in time.
* Reporting: The credential will appear as "Expiring Soon" (Yellow) or "Expired" (Red) on the global [HR Dashboards](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/dashboards).

#### Importance of Audit Readiness

During a [Compliance & Audit](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/product-guides/compliance-and-audit), administrators can generate a Credential History Report in seconds. This [Artifact](https://app.gitbook.com/o/l66ooAirOIZbkkTyDA8V/s/FKFmA5xK4sMCcp1WP4Kc/~/edit/~/changes/682/fundamentals/concepts/artifacts) proves that every caregiver on the schedule was appropriately licensed and trained at the time of service, protecting the agency from license-related claim denials.