Manager

Manager

NurseGrid Manager Support

Advice & Answers from the NurseGrid Team

Profile

To update your profile information, navigate to the Account section and click Profile in the sub-menu. Here you can change your profile details and see your permissions. Make sure to click the orange Save Changes button at the bottom of the screen!

When signing in if your password doesn’t seem to be working or you’ve forgotten it, click the orange Reset your password link and enter your email address associated with your account. Click the Submit button and you should get an email shortly with a link to reset your password. If you are still having problems with your password please open a support ticket by clicking here.

NurseGrid Manager

NurseGrid Manager

You can now be alerted via e-mail when approval is needed for pending requests within 48 hours of an upcoming shift and stay up to date with urgent requests. You will also receive an email every day with a New Activity Report.

All owners of NurseGrid Manager accounts will automatically be opted-in to the setting of receiving these notifications. All admins will need to be opted-in to receive the notifications. Here is how to change the preferences:

  • Click the Account section in the left-side menu.
  • In the Profile section, click the orange Edit Permissions button.
  • This will take you directly to your admins page.
  • Click the Edit Permission button below the admin you would like to opt-in to the email notifications.
  • At the very bottom of the pop-up window, check the box for Receive Department Report Emails.
  • Click the orange Save button for the changes to stick.

There are a few ways you can contact NurseGrid for help:

Email support@nursegrid.com or

Use our in-app messaging tool, Intercom, by clicking the messenger button in the bottom right corner of your screen (see images below).

**Please note that we support IE 9 and up, Chrome, Firefox, and Safari.**

If you are having difficulty getting on to NurseGrid Manager at work, please visit the following two sites:

  1. http://www.whatsmybrowser.org/
    This site will tell you what internet browser you are currently on. Chrome works well on older versions of Microsoft Windows if you are on an older version of Internet Explorer. If you would like to download Chrome click here.
  2. https://manager.nursegrid.com/check.html
    This site will tell you if NurseGrid Manager is being blocked by your IT department. You may need to contact your IT department to get access to manager.nursegrid.com. If you have further questions about this please open a support ticket by clicking here.

Dashboard

Our Dashboard is an activity feed that gives nurse managers the ability to quickly survey all the shift-related activity in their department. This section will also give daily details on the right side of the screen with direct buttons to Fill Open ShiftFlex Staff Off, and Call Shift at the top of the screen.

The Center section will show you all the staff that are scheduled, and it can be filtered down by shift type. You'll also see a few headings; WorkingOn CallSickVacationand Available. Clicking on any of them will show staff with those statuses.

The Daily Details appear on the right side of the screen and here you will see anything requiring your attention or acknowledgement. If there are any open shifts or swaps with pending approvals, you'll find them here. You can also click on History to see historical records of every request ever published; open shifts, swaps, flex offs etc.

You can set your custom shift types by clicking Account on the left side toolbar and then select Department Settings. You'll scroll down a little bit and see the Shift Typessection. Here you can set the details of your shift types by giving them a label, start and end time, and a color that will be associated with them throughout your NurseGrid Manager pages.

**Please do not hesitate to use our in-app chat feature if you ever have questions while in NurseGrid Manager. Simply click the chat box in the bottom right-hand corner to be connected with a NurseGrid team member!**

To switch to your personal NurseGrid account, navigate to the Account section in the toolbar and click Switch Accounts in the sub-menu. A box will pop up and you can either click your Personal NurseGrid Account at the bottom or add another manager account.

Schedule

There are many reasons you might need to export and print your schedule, record keeping, hanging on the break room fridge, handing out copies to staff etc. I'm here to tell you that it can be done, and its easy too!

First navigate to your schedule, and make sure you're on the month view.

Once on the month view, click Export in the upper right hand corner.

Choose a date range, and that's it! You'll click download CSV and it'll then download to a printer friendly spreadsheet that can be printed off. Keep in mind it'll show everyone's schedule during the selected period.

As always, please let us know if you have any questions or run into any issues!

Our most powerful  feature is the Schedule tab where you can quickly see how many team members are working each day, as well as enter and publish schedules to your entire staff. This is a basic overview of how to navigate and use the new features. You are always welcome to chat with us by clicking the chat icon in the bottom right-hand corner of any screen in NurseGrid Manager to ask additional questions.

You can view how many team members are working each day in a monthly view or click the + symbol to see that day's breakdown by position, shift and number of staff. The shifts will be color coordinated according to the shift types you've already setup!

The weekly view will give you schedule information in more detail with all of your team members listed and their schedules for the week. Again, the shifts are color coordinated to the Shift Types you made in your account settings. More information on how to set your Shift Types can be found here.

From the Schedule section, you now have the ability to send schedules out to your staff. Click the Continue Editing button in the top right-hand corner while on the weekly view and you will notice that the current shifts fade out and become “locked”. Next, click the orange +Add Event button near the top of the week view.

A screen will pop up where you can enter the details of the shift or event. First, choose the event type from the drop-down menu that will list all of your custom shift types, meeting, education, vacation, and custom shift.

Next, click each day you would like to schedule this shift or event on and a bubble will appear. You can choose just a single day or multiple days. Below the calendar days, you can also indicate whether it is a charge shift and attach a note that will go out to all of those that the shift or event is published to.

After the details are in place, you can pick which staff will be working the shift or attending the event by clicking their names from the menu on the right side of the screen. You have the option to invite all staff to the event, search for a specific colleague, and filter out who shows up by position type or being charged trained.

Once all of the details are set, click the orange Create Event button. You will be taken back to the Schedule Overview screen where a little green pop-up box will show up in the top right-hand corner to indicate the event was created successfully for just a few seconds. Click the Review & Publish button near the top right of the screen and you will be taken to the Schedule Summary.

On the Schedule Summary screen, you will see the number of events/shifts you are about to publish and how many staff members you are sending it to near the top. You will also see a summary view below those numbers of the event and those that it will be sent to. You may need to navigate to the correct day you created the shift for by using the arrows < and on either side of the month and year.

Once all of that information is verified, click the orange Publish & Notify button in the top right-hand corner. A pop-up message will appear asking “Are you sure you are ready to publish?”, click either Publish or Cancel.

The event or shift(s) should now be live and sent out to your staff! You can check to make sure by clicking the blue Exit Edit Mode button in the top right-hand corner and you will be taken to the live Schedule Overview screen. 

The number of current open Open Shift Requests now displays at the top of every day in Schedule Week view. Clicking on the Open Shift count for any day will bring up a screen displaying a summary of those open shift requests including time, pending and accepted responses. A badge icon will appear on any request that has pending actions. Each open shift should have a link taking you its details page by clicking "View" under the actions column.

If you prefer to plan your department’s schedule on a different platform, adding your schedule to NurseGrid Manager is now simpler than ever. Schedule Upload will allow you to plug in an existing schedule and have your department’s shifts ready to publish through NurseGrid Manager in just a few simple steps.

Step 1 — Upload Your Spreadsheet

Before uploading your schedule, make sure that there are no draft events on your calendar in NurseGrid. To do this, click Schedule on the left sidebar, then click the orange Continue Editing button in the top-right corner. Below you'll be notified if there are any draft events on your schedule. If there are, the Upload Schedule button will not be present. You can clear any draft events by clicking Clear All Draft Events on the month view of the calendar in editing mode.

Starting the upload process is as simple as clicking the Upload Schedule button on the calendar view, then selecting or dragging your file in NurseGrid Manager. However, before uploading your schedule, there are a few formatting specifics that you should know to optimize your experience:

  • Your spreadsheet must be in CSV or Excel (.xls, .xlsx) format and must not exceed 5MB in size.
  • The spreadsheet must contain a column with the names of your staff members, specifically in a first and last name format — for example: Doe, John or Doe, J. Staff names must be in columns 1 or 2. Exclude any use of parentheses in your spreadsheet, such as "Katharine (Katie) Smith."
  • Dates should be formatted as numbers only, with month first (i.e. MM/DD/YYYY).
  • NurseGrid Manager's upload engine will not be able to recognize any color coding your spreadsheet contains. Each shift type must be assigned a unique letter, number, or symbol. For instance, all day shifts should be signified as 'D' and all night shifts designated 'N.' No two shift types can share the same identifier. Do not use any special characters as shift designators.
  • NurseGrid will only attempt to read the first tab of any spreadsheet. Make sure your schedule is on the very first tab of your Excel workbook when uploading to NurseGrid.

If you'd like assistance with formatting, just send your schedule to our team and we'd be happy to help! Then, when your spreadsheet fits all of the above requirements, you can upload it on NurseGrid and proceed to the next step!

Step 2 — Match Your Staff Members and Shifts

After your schedule has been uploaded, you will be able to match the shifts and staff members from your spreadsheet to the shift types in your department and to the NurseGrid Mobile users that are in your staff directory. Once you have matched your staff members, events and shifts, the NurseGrid platform will learn your settings and save them for future uploads, reducing the time it takes you to get your schedule published to your staff members.

Staff members: The staff member section will appear in a column to the left of your scheduled events. In this column, you will be able to assign the names imported from your spreadsheet to staff members from your staff directory.

You also have the ability to skip or ignore assigning staff members. Skipping a staff member means the staff member that has been uploaded from the spreadsheet will not be assigned to a staff member from your directory in NurseGrid Manager at this time or included in the current upload.

Ignoring the staff member will exclude them and their shifts from appearing in current and future uploads. You might choose to ignore a staff member if they are on extended leave. Staff can be removed from the "ignore" list at any time, at which point they will be included in future uploads.

Events and shifts: When you first upload your schedule, you'll need to match the unique shift identifiers from your spreadsheet to the shift types you've set up in NurseGrid.

Click on the Event Settings button to assign and edit the shift or event type for an unmatched shift. Match a symbol to a shift by clicking Edit and selecting the correct shift type for that symbol.

NurseGrid will remember your unique shift symbols in the future and automatically match them to the correct shift type going forward. Matched events and shifts will display with the same icons that appear on the drafted version of your schedule in NurseGrid Manager.

If there are shifts or events that don’t necessarily need to be symbolized on your schedule, or you would like to temporarily leave a shift or event off of your schedule, you can choose to skip or ignore symbol matching. Skipping symbol matching will skip the process on your current schedule upload. Ignoring symbol matching will skip the process on current and future uploads.

Step 3 — Confirm to Your Calendar

Now that your schedule has been uploaded and matched to your staff and department’s event settings, you are ready to confirm your schedule to your calendar. Clicking Save & Continue will create a new drafted schedule from your upload but will NOT publish your schedule. The newly uploaded and saved schedule will be a draft that you can add events to or edit prior to publishing.

When you're ready to send your schedule out to your staff, simply click Publish & Notify in the top-right corner. If you'd like staff to be notified that new shifts have been added to their schedule, make sure the Send Notifications box is checked. If it is not checked, staff will see new shifts on their calendar but not receive a push notification that those shifts were added.

Editing a shift or event is simple! From the Schedule Overview, click the week view option and then click the individual shift or event you would like to edit.

A pop-up screen will appear where you can edit the details of the event. There are four actions you can take when editing an event: View & Edit, Convert to Open Shift, Split Shift, Delete. Be sure to check if send notifications is enabled; if not, the staff member won't be notified a change was made until they actually look at their schedule!

View & Edit

You can view the staff profile by clicking on the staff member’s name to see their profile details, such as their contact information.

Shift Details allows you to edit shift information, such as date, shift type, notes, and shift toggles including Charge and Overtime.

History allows you to see the history of when the shift was created and by whom.

If you decide you’d like to delete an event, there’s also a red Delete button on this screen as well!

Reassign 

You can reassign a working shift to another staff member in the same department by selecting “View and Edit” in the schedule week view.

When choosing new staff members to assign to, all staff members in the department should appear, separated by working and not working (these can be filtered by name, position, and charge status).

By default, reassigned staff members do not have to have the same position type. If the employee is already scheduled, a pop-up warning of the schedule conflict will appear, however the shift can still be assigned if necessary.

Convert to Open Shift

You can convert any existing working shift to an open shift request. The option can be found by hovering over any shift in Schedule Week view and selecting Convert to Open Shift. This option is only available for working shift types.

Selecting the menu option will bring up a new Open Shift Request window. The window is broken into two parts:

The first screen displays (non-editable) shift details and allows you to select available staff members as a recipient. Eligible staff can be filtered with the same criteria available when creating an open shift request.

The second screen allows you to enable/disable additional request options and add a shift note.

When the shift is saved, the previous staff member will be unassigned and the shift will be removed from the Schedule view - instead, it will appear as a pending Open Shift Request on the Current Open Shifts page (this will update the Open Shift count for that day in the schedule week view and in the summary view).

Split Shift

If an employee can only accept part of an open shift or can only work part of a previously scheduled shift, you can use the Shift Details screen to separate the previously scheduled time into two different shifts and assign the remainder to another employee. You can search staff members and filter by the criteria at the top of the list of staff (name, position, charge status).

Click and drag the slider to adjust the shift times. The inner split times can be any shift length (for example, an 8-hour shift can be split into 1- and 7-hour shifts). When updating the time in a split shift, the proposed scheduled hours will recalculate at the bottom of the Split Shift screen to display how the employees’ total hours will be affected by this change.

The currently scheduled staff member will auto-populate the first half of the split shift, but you can re-assign them to the second half by clicking the arrows between employee names. If they can’t work any part of the shift, you can remove them entirely and reassign to two different staff members. However, the entire shift must be filled before the event can be saved.

Delete

Click an existing shift in the week view, then click the “Delete” option. The shift will be removed from the published schedule.

Track who called off a shift.

If a staff member calls in sick, you can record their call-off in NurseGrid Manager. First, navigate to your schedule's Week view, then click the shift that the staff member called off for. The Edit Event window will appear. Change the shift type to "sick," then click Update Event.

The event will now appear as a "sick" shift on your calendar, as well as on your staff member's NurseGrid Mobile schedule. Now you can fill that staffing hole by sending an open shift to the rest of your staff! Click here for step-by-step instructions on sending an open shift.

Requests

NurseGrid Manager allows you to send flex off opportunities directly to the NurseGrid app on your teams' phones. Here are the steps on how to flex off a nurse:

From the dashboard screen, click Create Flex Off near the top of the screen. You can also find the same button by clicking Schedule and then Day view.

Set the new start of the shift if you only want to give a partial flex off, or click the full flex off toggle if you’d like to flex off an entire shift. Don’t forget to set the correct date of the flex off as well!

You have the choice to turn on auto approve and set the quota of how many nurses you need to flex off. Setting this will auto approve the responses on a first come, first serve basis.

If you choose not to turn on auto approve, you will need to manually approve or deny the responses that come in.

Any team members that have specifically volunteered to be flexed off on this day will show up first. You can click View Profile to view their credentials, hours worked that week, and schedule relative to what they have entered in NurseGrid.

If no team members have volunteered, or you would like to send it out to more team members, you can then select from the team members who are working that day. You can view their profile the same way as those who have set themselves as voluntary low census flex offs.

Once all of the details are entered and team members are selected, click the Continue With # Staff button in the upper right-hand corner of the screen.

The following screen will show a summary of the flex off request, so you can confirm everything is correct before hitting the Send button at the bottom of the screen.

The screen will change over to Flex Off Details after the request has been sent out. You can always leave this screen and your way back to it by clicking the Shifts tab on the left side menu and then select it from the current open shifts.

You will notice the status of the offers will be pending until one or more of your staff members has accepted the shift. Once that happens, you will see the staff members who have accepted show up first. You Approve or Deny them by clicking the appropriate buttons.

When you approve any shift changes in NurseGrid Manager, all changes will be reflected in your calendar and your team member’s calendar as well.

When you have fulfilled your need for flex offs, you can click the Close Flex Off button at the bottom of the screen. This will make it unavailable for any additional nurses to accept the flex off.

You can keep track of all flex off history by going into the Requests sections and clicking history under the Flex Offs section.

NurseGrid Manager allows you to send open shift opportunities directly to the NurseGrid app on your teams' phones. Here is how to fill an open shift:From the dashboard screen, click Fill Open Shift near the top right side of the screen. You can also find the same button by clicking the Shifts tab on the left side navigation menu.

Set the start and end time of the shift, as well as the date of the open shift. You can select one or multiple days to send separate shift opportunities to your staff. There are additional parameters you can also set when configuring the shift opportunity:

  • Indicate that this is an urgent need by turning the Urgent Request toggle on.
  • Turn on Send Notification if you'd like your team to receive an immediate push notification for each shift. Please note that your staff will receive a notification for every separate opportunity, so we recommend not turning on notifications when sending a large number of opportunities at once.
  • You have the choice to turn on Auto Approve and set the quota of how many nurses you need. Setting this will auto approve those responses on a first come, first serve basis. If you choose not to turn on Auto Approve, you will need to manually approve or deny the responses that come in, detailed below.
  • Attach a note to the open shift with whatever details need to be included.

There are three different lists your staff may appear in, depending on their schedule on the days you've selected.

Available to work: Any team members that have specifically indicated they are available to work from NurseGrid Mobile will appear first. You can click View Profile to view their credentials, hours worked that week, and schedule relative to what they have entered in NurseGrid.

Not working: Team members who have not indicated their availability, but are also not working during the shift times specified will appear in this list. You can view their profile the same way as those who have set themselves as available to work.

Working staff: If your staff is working during at least one of the shifts specified, they will appear in this final list. You can still send these individuals the open shift opportunity, but will be prompted with a confirmation message prior to selecting Continue in the bottom-right of your screen.

Once all of the details are entered and team members are selected, click the Continue button at the bottom of the screen.

The following screen will show a summary of the open shift, so you can confirm everything is correct before hitting the Send button at the bottom of the screen.

All created open shift opportunities will now appear in your Open Shift Details as well as the week view of your published schedule after the request has been sent out. You can always leave this screen and your way back to it by clicking the Shifts tab on the left side menu and then select it from the current open shifts.

Post public open shifts to the NurseGrid shift bank where staff members can pick them up.

If you know you have a handful of shifts to fill and would like your entire staff to have the opportunity to pick them up, you can send a public open shift to NurseGrid's shift bank.

How do public open shifts differ from a regular open shift?

  • Public open shifts are sent without notifying your staff. They are only visible in the NurseGrid Mobile open shift bank (pictured below).
  • Public open shifts cannot be marked urgent like a regular open shift can.
  • Public open shifts can be picked up by any staff member who matches your credential or position filters.
  • There is no auto-approval of public open shifts.
  • Staff members cannot pick up only part of a public open shift – they must pick up the entire shift.

To create public open shifts, navigate to the Open Shifts screen by clicking Requests on your left sidebar then selecting Open Shifts. Click "Fill Open Shift" in the top-right corner. On the following screen, switch on the "Public Opportunity" toggle. Choose the type of shifts you're posting to the shift bank (note that you can only send one type of shift per batch), then select the days on which those open shifts occur on the calendar.

Next you can add any notes you'd like your staff to see about these shifts, and set your quota. This quota applies to all shifts within the batch. If you know you need a staff member with a specific position or credential, set those filters below.

Once you've selected your shift criteria, click the "Continue" button in the top-right corner. This button will also display the number of staff members who are about to receive the public open shift. Review your batch, then click "Send" to publish them!

Your staff members will not receive a push notification about these shifts. They'll be able to see the shifts by opening their NurseGrid Mobile app, then navigating to the Open Shifts tab of their calendar screen. Staff members can tap on any open shift to see associated details and pick up the shift.

When a staff member picks up the shift and you've approved it, the staff member will be notified via push notification and the shift will be published to their NurseGrid calendar.

Some of the more difficult shift changes to manage are swaps between nurses. The NurseGrid web and mobile app make it simple for nurses to find others available to swap with. They do all of the leg work to make sure that swaps work for them. Once they come to an agreement that swap proposal lands in NurseGrid manager as a pending request. Click here for a video tutorial on shift swaps.

To view and approve a swap request, click the Requests button on the left-side toolbar, then click Swaps in the sub-menu. You'll see all current swaps there. Select the swap that you'd like to review. From there, you can approve or deny the swap, or message both parties involved if you need more details. All three of these actions will immediately alert these nurses on their phone if they are using the NurseGrid Mobile app. Changes will also instantly appear on your NurseGrid Manager dashboard.

NurseGrid's On Call feature allows you to set up NurseGrid's very own robo-call system to automatically message and call your staff, letting you get back to more important things. This helpful feature will allow you to:

  • See which staff members are on call for any given day
  • Create a shift opportunity that will automatically reach out to all members on call during that time
  • Adjust the frequency of messages and calls your team will receive

Getting started is simple. Just follow the three steps outlined below.

Step 1: Adding your on call staff

NurseGrid Manager is built to accommodate the preferred method in which your staff works on call shifts. The various ways different hospitals establish staff members for on call can fall into three categories.

Option A: Adding your staff members who only work on call shifts

This can be done when publishing your schedule to these individuals.

Option B: Allowing your team to sign up for On Call shifts

Your team can add On Call shifts through NurseGrid Mobile for desired days, which will also surface in the manager platform.

Option C: Change a staff member's regular shift to an On Call shift

This is typical for facilities during low census who wish to flex staff off to instead be on call.


Step 2: Setting intervals for each step of the Call Shift Process

After creating a call shift, each individual who is on call will receive three separate notifications before the platform moves onto the next recipient:

  1. An immediate push notification and text message send to the listed phone number
  2. An initial phone call where that staff member can accept the on call shift
  3. A second and final phone call before moving on to the next staff member

The intervals between these steps can be adjusted in the Call Shift section of your Department Settings, found in the Account tab. Note: You will not be able to access On Call functionality until you adjust your Call Shift Settings.

Step 3: Sending an on call shift

From the Call Shifts section of the Shift Manager tab, you can create a call shift and adjust the following parameters:

  • Shift date and time
  • The order in which your staff will be notified they are being called in, based on scheduled hours, position, and other critical factors
  • Additional notes to include with the shift opportunity

Once sent, NurseGrid's robo-call system will proceed to reach out to each staff member one by one according to the frequency set in your Call Shift Settings until the opportunity has been responded to and confirmed.

Staff

With NurseGrid Manager, you can also provide access to staff members you’d like using the platform’s feature set! There is no limit to the number of admins you can invite, so you can assign your clinical coordinator or assistant nurse manager with set privileges based on what they will be accessing.

How to add a staff member as an admin:

  1. Within the “Staff’ section, click the “Admins” sub-menu.
  2. Click the “Add Admin” button in the top right-hand corner.
  3. A pop-up window will appear where you can select the desired colleague by clicking the drop-down menu of “Select Colleague”.
  4. Select the permissions you would like the admin to have access to by. checking them individually or by simply clicking the “Select All’ box at the very top.
  5. Click the “Save” button at the bottom of the pop-up.
  6. The staff member is now an admin and can access NurseGrid Manager by using the same credentials that they use to log into the manager app at manager.nursegrid.com.

Tags are customizable labels that you can create to group or distinguish your staff members beyond their position or credentials. Some examples of ways tags can be utilized are denoting a staff member’s training lead, grouping staff members by specific specialties that allow them to work a variety of locations in your unit, or simply noting a staff member’s shift or location preferences.


Creating Tags

Tags can be created through a staff member’s profile in your staff directory. To access and create tags, hover over the Staff tab and click on Directory. Once you’ve reached your staff directory, click on a staff member’s profile, then click the Edit Staff Member button. When the staff member editing menu appears, you can type in the empty field under TAGS and hit enter to save new tags or select existing tags. Each staff member can be assigned multiple tags. Once you’ve created or added your tags, click Save Changes.

Edit Staff Member


​​Using Tags to Filter Your Schedule

Once tags have been created and associated with staff members, they can be used to filter the week view of your schedule and to filter optional recipients for open shifts. To filter the week view of your schedule, click the Search Filters button to access your schedule filtering options.

Search Filters

Once the search filter menu appears, the tags you’ve created will appear in the far right column. To apply the filter, click the checkbox then the Update Filters button.

Search Filters

When your filters have been applied, only staff members with matching tags will show on your schedule.

Update Filters

If you have any questions about tags, please feel free to reach out and let us know!


​​Using Tags to Filter Open Shift Recipients

If you would like to send open shifts to a group of staff members you've tagged, click the empty Tag Filter field from the Filters section of the Create Open Shift screen.

Tag Filter

After the tag filter has been applied, only staff members that have a matching tag will selectable recipients.

Applied Tag Filter

If you've already searched for your coworkers and friends on the Colleagues tab and don't see them listed, they may not be using NurseGrid yet! Send them an invite by pressing the "+" icon in the top-right corner of your Colleagues screen.

 On iOS: On the Invite screen, press the yellow "Invite Now" button and select how you'd like to invite your coworkers - through email, text message, or Facebook.

 On Android: On the Invite screen, select how you'd like to invite your coworkers - through email or text message.

Your phone will automatically open the invite method you picked and populate a message for you with a NurseGrid download link. Just send this off to all of your nurse friends and colleagues and they'll be able to download the app just by clicking that link!

At NurseGrid, we understand how important keeping track of credentials can be for your department. Not all departments are the same but in an environment like Med-Surge, knowing your staff member’s ACLS and Tele-Comp credentials are all up to date and valid can offer peace of mind that your staff is prepared to preform a code or bring in a cardiac patient on telemetry.

We also understand the busy life of a nurse and how much of their attention is devoted to patient care and keeping up with 12 hour days on the floor. Understandably, the expiration dates of their own credentials aren’t always on the top of their minds.

Credential management on NurseGrid Manager gives you the ability to keep track of your department’s. Not only will you be able to view what credentials your staff members have earned, you will also be able set expiration dates and get reminders on your NurseGrid Manager department feed. Your staff members will be notified of their expiring credential in the activity feed of their NurseGrid Mobile app.

To start adding credentials for your staff members, navigate to your staff directory. Once you’re in your staff directory, options to “View, Message, Edit, and Remove” will appear to the right of your staff member’s email address when you hold your cursor over their profile. Clicking on “View” will take you into the respective staff member’s profile. After opening their profile, click on “Edit Staff Member”.

The “Edit Staff Member” pop up window will have a tab labeled “Credentials”, next to “Staff Information”. Clicking into “Credentials” will allow you too add a credential to the selected staff member’s profile and set the dates for when the credential was issued and when it expires.

Once you have added credentials to your staff member’s profile, you will be able to access them through the “Credentials” tab in their profile.

We hope this helps ease you and your staff’s minds and makes it simple to stay on top of recertification! As always, please feel to let us know if you have any questions or if we can help out with anything at support@nursegrid.com.

Many managers long for a way to easily manage their staff’s credentials, which is why we created our credential manager.

To view staff credentials, click on the Staff icon on the left-side toolbar. Navigate to and click Credentials in the sub-menu. You'll be able to view all of your staff's credentials or filter to only view specific certifications. Credentials are organized in sections – ExpiredExpiring in 30 Days, and All Credentials.

Many managers long for a way to easily manage their staff’s credentials, which is why we created our credential manager. Click here for a video tutorial on how to respond to expiring credentials.

To view your staff's credentials, click the Staff icon on the left-side toolbar and then click Credentials in the sub-menu. Here you'll see all of the credentials your staff have entered into their profiles. To send a reminder to any staff member whose credentials are expiring, simply click the Send Reminder button. This will open a message addressed to that staff member, so you can quickly and easily remind them of the expired or about-to-expire credential.

When a staff member's credential is about to expire, an alert will appear on the NurseGrid Manager dashboard, highlighted in orange.

Department Settings

Managers can now turn off the ability for their staff members to edit or delete shifts and events created by NurseGrid Manager.

Click the Account icon from the left-side toolbar, then click Department Settings in the sub-menu. Scroll down to edit the Event Permissions settings. Toggle off any of the shift or event types you don't want your staff to be able to create, edit, or delete. Your staff will be able to edit shifts/events if the toggle is blue. Your staff will be unable to edit shifts/events if the toggle is white. Make sure to hit the Save button so that your changes stick!

You can change the name of your department at any point in department settings. This field will change how your managed department displays when searched by your staff in NurseGrid Mobile.

NurseGrid Manager’s schedule is configured to display all views in a Sunday to Monday format. If your weekly schedule begins on another day, adjust the start date listed in this section and the month, week, and day views in your schedule tab will adjust accordingly.

Shift types are essentially labels for every single shift length and description that operate in your department. Super simple examples would be Day Shift or Night Shift. You'll add their name, and this can be anything that makes sense to you and your team, then add a start & end time and a color for easy identification! You can add as many shift types as you need. Make sure to click the save button so your hard work is preserved!

NurseGrid Manager: Shift Types

Now managers who utilize NurseGrid Manager can create custom non-working events! These event types are perfect for your department to keep track of vacation, paid time off, holidays, and other non-working event types. You can customize your events using one of three categories: Vacation, Education, and Meeting. Of note, any customized non-working events that are created do not replace the default events of Vacation, Education, or Meeting.

Tip: Any of the Vacation, Education or Meeting events cannot be scheduled via the Open Shift tool, swapped between staff members, or given away via the giveaway feature from one staff member to another.

To Create a New Custom Non-Working Event:

  1. Navigate to the Settings page by clicking the “Settings” icon on the left-side menu
  2. Click the "Non-Working Events" sub-tab
  3. Click "New Event Type"
  4. Select the category of the non-working event
  5. Add a label to the event
  6. Click "Save"

Custom Non-Working Events

Multiple Custom Non-Working Events

To Delete a Custom Non-Working Event:

  • On the Non-Working Events sub-tab of the Settings tab, click the trash can next to the type you want to delete.

To Schedule a Custom Non-Working Event:

  • Custom non-working events can be added through
    • clicking the Add Draft Event button in Draft mode
    • clicking a cell on the Week view in Draft mode
    • or through a Schedule Upload.
  • Existing published shifts can also be edited to a custom non-working event type by
    • clicking on the shift in Week view
    • then clicking “View & Edit”

Shift Details

Other

Ensure your Account tab is correct. It can be found at the bottom of the navigation bar on the left-hand side of the screen.

On the first page you can add a photo, update your name, email, phone number & password. Now to Department Settings & Shift Types. A walkthrough for creating your shift types settings can be found HERE.

Adding Staff:

  • Click the Staff tab in the bottom half of the navigation bar on the left-hand side.
  • If a staff list was sent to us, your staff should all be present. Please scroll through the list and verify nobody is missing.
  • To add additional staff, click the + Add Staff button in the upper right, fill in their details and click save.
  • Please check out THIS ARTICLE to learn about Admins and controlling their access

Inviting Staff:

  • Return to staff section, click the offline section, select all, and send SMS or Email invitations or both!
  • This sends invites to your staff and directs them on how to download and sign in.

Adding shifts or events can be done in a few different ways; manually or by Uploading a Spreadsheet.

  • Navigate to your schedule and the week view
  • Ensure you're in edit mode; do so by clicking "Continue Editing" in the upper right-hand corner. If you see "review & publish," you're already in edit mode!
  • Click Add Event

Important note: You can click on as many dates as you'd like, and as many staff as you'd like, as long as they're all working the same shift.

  • Choose the date(s) this shift type will be for; just click on as many dates that you're scheduling this very same shift time for.
  • Click on as many staff that you're having work all of those shifts. See my picture below and it'll make sense!

  • Once satisfied, scroll down and click create event.
  • All of the shifts you just created have their own bright colored boxes!
  • Staff won’t be notified about these new shifts until you actually review and publish the schedule.
  • You can repeat the same process and create shifts for your other shift types.
  • When you're ready to publish these shifts, click Review & Publish in the upper right-hand corner.
  • Verify everything is correct, and if so, click Publish & Notify.
  • Staff will get instant notifications to their phones!

The refresh button is your best friend! Use it often to make sure you don't miss any changes made by your nurses in their app. You can find it at the top right of the Dashboard section. Additionally, you can also use the one within your browser.

Still Have Questions?