NurseGrid Manager Support

Advice & Answers from the NurseGrid Team

Profile

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

Email our support team directly at support@nursegrid.com or

Intercom Messenger Support Use our in-app messaging tool, Intercom, by clicking the blue messenger button in the bottom left or right corner of your screen (see image below). The icon may switch sides depending on the size of your screen.

click the Intercom icon from within the screen

**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.

When signing in, if your password doesn’t seem to be working or you’ve forgotten it, from the login screen, enter your e-mail address and click the Next button. Then click the orange Forget 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.

Nurse Manager Forget Password Step 1

Nurse Manager Forget Password Step 2

Nurse Manager Forget Password Step 3

 

To update your profile information, navigate to the top right corner and click your name to view your profile. 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!

Update Profile in NurseGrid Manager

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.

All Shift Types

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 CallSickVacation and 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.

**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!**

Schedule

To import your Microsoft Excel or .csv schedule into NurseGrid, follow the instructions on the  Schedule Upload page.

To add an event to an employee’s schedule directly, first navigate to Schedule > Week > Draft Schedule.

NurseGrid Manager: Go to Schedule

Click + Add Draft Event.

Note: Events can only be created in Draft Mode. If you don’t see the “Add Draft Event” button, the schedule is in Live Mode.

Draft Schedule

In the Add Draft modal, you can choose the date(s) for the shift and specify its details (including Event Type, start and end time for custom events, whether the shift is charge/preceptor, mark it as an overtime shift, or add notes).

Add New Event

Once you’ve selected the date(s) and details of the shift, you can then assign the shift(s) to as many staff members as you’d like by selecting Assignees on the left and then checking the box next to your employee’s name. Once the assignees have been selected, click the orange Save and Close button in the top-right corner to save the draft.

Note: A draft event cannot be saved until at least one assignee has been selected.

Publish the Draft

Finally, publish the draft to make the events visible to your employees as part of the live schedule. To publish the draft, select the orange Review & Publish button in the upper right corner (which will show a summary of the details for all shifts currently in Draft), then the orange Publish & Notify button.

Send Notifications

If you toggle on Send Notifications, your staff will receive a push notification that they have new shifts. If the toggle is turned off, your staff will still see their shifts when they log into their NurseGrid account.

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.

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 blue Draft Schedule 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.

select the draft schedule button

Upload Your Schedule to NurseGrid Manager

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.

Here is an example spreadsheet with sample information.

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.

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.

NurseGrid - Schedule Overview - Step 1

You can view how many team members are working each day in a monthly view or click the date 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!

NurseGrid - Schedule Overview - Step 2

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.

NurseGrid - Schedule Overview - Step 3

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

NurseGrid - Schedule Overview - Step 4

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

On the column on the right, you can choose whether it is a charge/preceptor/overtime shift (optional), and attach a note that will be visible to your assignee(s) (optional).

After the details are in place, you can click “Assignees” on the left-hand side of the Details modal to view the employees who are available on the date(s) you clicked. You have the option to invite all staff to the event, search for a specific colleague by name, and use the filters to adjust position type/credentials/tags/charge trained.

Select Group of Workers

Note: There are three checklists of potential recipients:

  1. Available to Work (employees who have created an Available event on their calendar),
  2. Unscheduled (employees who are not already on shift), and
  3. Working (employees who are on shift for part or all of the timeframe you chose).

You can include any or all of the recipients in these three checklists if you’d like.

Once all of the details are set, click the orange Save & Close button to create a draft of your shift. You will be taken back to the Draft Schedule 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.

Schedule Overview

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.

Schedule Overview

Once all of that information is verified, click the orange Publish & Notify button in the top right-hand corner (if you’d like to delete this draft and start again, click “Clear All Draft Events” instead). A pop-up message will ask you to confirm whether you’re ready to publish your events, click either Publish or Cancel.

Schedule Overview

After clicking Publish, the event or shift(s) should now be live and sent out to your staff!

Schedule Overview

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.

Schedule Overview

Daily staffing sheets can be generated from the Schedule Month, Week, or Day page for the timeframe of your choosing. The staffing sheet will export to a printer-friendly .pdf file.

To access the daily staffing sheet, go to Schedule and click the Print icon in the upper right corner under “Draft Schedule”.

 

In the “Print Staffing Sheet” modal, confirm the date(s) that you’d like to generate the staffing sheet for:

Select the event types (both working and non-working events) you would like to display on the printed schedule. The “Include Open Shifts” toggle will allow you to include open shift opportunities in the sheet.

Select “Print” to generate and download the .pdf file. This will display your daily staffing information and allow for additional notes on census, assignments, etc.

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 Shift Details window will appear. Change the shift type to "sick," then click Save & Close.

Marking call offs in NurseGrid Manager

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'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.

Add New Shift On Call

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.

Creating a Call Shift Screen


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 Shifts tab of your Department Settings, found on the left side menu bar. Note: You will not be able to access On Call functionality until you adjust your Call Shift Settings.

Intervals

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

Notify and Request

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.

Filling Open Shifts

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.

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 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 Requests > Open Shifts on the left hand sidebar.

NurseGrid Manager Fill Open Shifts

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 if your open shift request is one day only. This is to ensure that you have one centralized list of available staff. When your open shift request is for multiple dates, you will see only one list of recipients.

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.

NurseGrid Manager Fill Open Shifts 2

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.

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.

click create flex off

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.

Enter shift details

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.

Select the Options

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.

compare schedules

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 top the screen.

flex off summary

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.

approve accepted staff

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.

list current flex offs

Staff

Need to transfer an employee to a different department? Switch into the employee’s current home department and select their profile from the Directory page. You should see a “Transfer” button in the upper right corner of their profile page.

Transfer Staff from Profile Page

Once you’ve selected “Transfer”, a “Transfer Staff Member” window will pop up. You can then choose the employee’s new worksite from the options in the drop down menu. After you’ve selected their new worksite, click the “Transfer” button in the top right corner of the window. You will receive a confirmation message that your employee has been transferred into their new department.

Transfer Staff Member

As a note, the employee’s profile will be removed from the previous staff directory and will now show up in the department they have been transferred to.

Tip: If you don’t see the Transfer button on the employee’s profile page, double-check that you are currently in their home department (this will be displayed in the upper right of the screen). Employees can only be transferred into a new department by their current department’s administrator(s).

You can also confirm that they are not already in the department you are trying to transfer them to by looking for a “R” remote icon on their profile photo.

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.
Add Staff NurseGrid Manager
Tip: You can search for an individual staff member by typing their name into the Search bar. You can also filter your directory by name, position, FTE status, or hire date by clicking on those fields at the top of the directory.

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 top 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.

NurseGrid’s Tags feature allows you to filter and organize your staff by keywords. Tags can be used to indicate where staff members are cross trained, which nurses are likely to pick up an open shift, or anything else that’s important to note about a staff member and helps you efficiently manage the day-to-day schedule.

Please note that NurseGrid has existing fields for position, FTE status, hire date, and charge trained so you won’t need to create tags to track that information. These tags can be used to filter your schedule, filter staff when creating an open shift, or assigning a shift.

NurseGrid’s new Tag Manager gives you a central place to organize these tags for a single department or manage tags across an entire organization. To access Tag Manager, hover over Staff in the left-hand sidebar:

Using Tags in NurseGrid Manager

The Tag Manager page will show a list of department tags and a list of pool tags. Department tags are specific to your own department, and pool tags are shared with all departments. Clicking on a tag will reveal a list of employees with that tag added to their staff profile.

Select a Tag

You can add, delete, and edit your department-specific tags (the pool tags can only be edited by their home department’s administrators). To add a tag, select the orange “Add Tag” button. To remove or edit a tag, hover over it in the list and select the pencil icon (to edit) or the trash icon (to delete).

Department Tags

Editing or deleting a tag will bulk update all staff members with that tag applied.

You can bulk add new tags to your department’s staff members in the Tag Manager page as well. To do so, click on the tag, then click the Tag Staff button in the upper right corner. You will see an “Add Staff to Tag” window pop up. You can filter your directory by Charge, name, position, credentials, pre-existing tags, or tiers.

Finally, check each staff member’s name (or the check box at the top of the list to select all) and click “Save.” The new tag will be applied to all staff members in your checklist.

Check Each Staff Member's Name

You can also add or remove staff tags directly from your staff member’s profile. To do so, hover over “Staff” in the left-hand sidebar and click “Directory.” Select the staff member’s name from the list. Their tag will show in their main Profile page.

View Staff Member's Tags

To change the tag, click “Edit Staff Member” in the upper right-hand corner. In the Edit modal, click “Work Details”. You can add or remove a tag from there. Finally, click “Save & Close” to commit the changes.

Save and Close

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, click on the row of the staff member and options to “View, Message, Edit, and Remove” will appear to the right of your staff member’s email address when you 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”. 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. Remember to click "Save & Close" to save your staff member's new credential.

Add Staff Member's Credentials

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 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.

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.

Department Settings

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

Tip: In order to Save & Close, make sure to select at least one of the Assignees from the left tab.

Select Assignees

 

NurseGrid Manager’s schedule is configured to display all views in a Sunday to Monday format. If your weekly schedule begins on another day, you can adjust the start day and set a custom work week at any point in Settings > General. The month, week, and day views in your schedule tab will adjust accordingly.

Custom Work Week Start Date

You can set your custom shift types by clicking Settings on the left side toolbar and then tabbing over to "Shift Types." 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.

Shift Types

The process to change colors is as follows: Select Settings from the left-hand sidebar. Tab over to Shift Types to open the menu of your department's saved shift types. Select the color in the display and choose a new color from the palette. Save.

select colors

You can change the name of your department and set a custom work week at any point in Settings > General. This field will change how your managed department displays when searched by your staff in NurseGrid Mobile.

Rename Department


To set a custom shift type, tab over to “Shift Types” in the Department Settings page and click + New Shift Type. From there, choose a color, event label, start time, and end time. When you’re finished, click Save to create the new shift type. These settings will display in your weekly schedule.

Shift Types

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

Navigate to 'Settings' in the left-side menu, then select the 'Event Permissions' tab. 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 click Save so that your changes stick!

Department Settings Event Permissions

Other

Your personal account settings can be changed in the Profile tab, which can be accessed by clicking on your name in the upper-right corner and then “Profile” from the menu.

After updating your name, contact information, or password, click “Save Changes.”

Still Have Questions?