First-Time Setup: Staff Checklist

Welcome to Intelligent Roster! This quick checklist gets you started in under 15 minutes.

Phase 1: Log In & Explore (5 mins)

1. Log In

Go to [your-org].intelligentroster.com (ask your admin for the link)
Enter email and password
Set up Multi-Factor Authentication (MFA) if prompted
Click Log In

✅ Checkpoint: You're in!

2. Understand Your Dashboard

You'll see:

Your Stream: The department/shift you're assigned to (e.g., "ED - Evening")
Your Craft Group: Your job role (e.g., "RN")
Calendar: Your shifts for the current pay period
Notifications: Updates from your admin

Click around and get familiar.

✅ Checkpoint: Dashboard explored

Phase 2: Set Your Profile (5 mins)

3. Review Your Employee Details

Click Profile (top right)
Click Employee Details
Check:
- Name: Correct?
- Email: Correct?
- Craft Group: Correct? (e.g., RN, EN)
- Stream(s): Correct?
- Scopes of Practice: Any certifications? (e.g., Trauma, ALS)
If anything is wrong, contact your admin

✅ Checkpoint: Profile reviewed

4. Set Up Multi-Factor Authentication (Optional but Recommended)

Click Profile
Click Security
Click Enable MFA
Follow the prompts (usually scan a QR code)
Save recovery codes in a safe place

✅ Checkpoint: MFA enabled (optional)

Phase 3: View Your Roster (2 mins)

5. Check Your Published Shifts

Click Level 5: Your Roster
You'll see your shifts for the current pay period
Click a shift to see:
- Full details (time, location, team)
- Who's working with you
- Any notes from your admin

✅ Checkpoint: You can see your shifts

Phase 4: Set Your Availability (3 mins)

This is important! Your availability affects next period's roster.

6. Tell Us When You Can Work

Click Level 4: Staff Availability
Indicate:
- When you're generally available: e.g., "All day, every day" or "No Sundays"
- Any leave requests: e.g., "Vacation July 1–7"
Click Submit Availability

✅ Checkpoint: Availability submitted

7. What to Tell Your Admin

Set constraints that are real:

✅ "I can't work Sundays" (recurring)
✅ "I'm on vacation July 1–7" (specific dates)
✅ "I have a course Tue 2–5pm" (weekly)
❌ Don't over-constrain (e.g., "I prefer morning shifts" if you're flexible)

The more honest you are, the better your next roster will be.

✅ Checkpoint: Real constraints submitted

Phase 5: Explore & Get Help (Optional)

8. Read Your Role's Guide

Your admin is setting up the system. While you wait:

Click Learn (top navigation)
Click Guides
Read your role's getting-started guides:
- For Staff: Learn Level 1–5 from your perspective
- For Admins/Builders: Read if you want to understand the full system

✅ Checkpoint: Background knowledge gained

9. Request Support If Needed

Click Feedback & Support (bottom)
Click Submit Support Ticket
Describe the issue
Submit

Support team will get back to you within 24 hours.

✅ Checkpoint: Know where to get help

Success Checklist

After first time login:

✅ You can log in and see your dashboard
✅ Your profile details are correct
✅ You can see your current roster (shifts)
✅ You've set your availability for next period
✅ You know where to find help

Common Questions

Q: When will I see my roster?
A: Once your admin publishes it (usually before each pay period). Check back soon!

Q: How do I request time off?
A: Use Level 4: Staff Availability to request leave. Submit early! Note: Your leave is calculated based on your contracted days (e.g., Mon-Fri for a 5-day contract). See the Understanding Leave Hours guide for details.

Q: Can I take leave on weekends?
A: Only if your contract includes weekend work. Your contracted days are set by your admin.

Q: Can I trade shifts with someone?
A: Yes! Use Request Swap to swap with a coworker. Your admin approves.

Q: What's my "fairness score"?
A: A 0–100% rating of how fairly shifts are distributed. Higher = better for you!

Q: I can't see all the features mentioned—is that normal?
A: Yes. Your organization might not use all features yet. Ask your admin what's available.

Q: I'm scheduled but I can't work that shift. What do I do?
A:

If it's before the roster is published: Update your availability (Level 4)
If it's after publication: Request a swap or contact your manager urgently

Quick Links

Task	Where to Find It
View your shifts	Level 5: Your Roster
Set availability	Level 4: Staff Availability
Request leave	Level 4: Staff Availability
Swap a shift	Click the shift → Request Swap
Get help	Feedback & Support → Submit Ticket
Read guides	Learn → Guides

Next Steps

✅ Log in and explore your dashboard
✅ Set your availability
✅ Wait for next roster publication
✅ Read guides for your level (Level 1–5) to understand the system
✅ Request swaps/opens if you want to change shifts

You're Ready!

That's it! You're now set up. Your organization is building rosters, and you'll see shifts soon. If you have questions, reach out to your admin or submit a support ticket.

Welcome aboard! 🎉