Managing a staff member within your staff list.
Once you have added a staff member to your HUB account, they will appear on your staff list, and you will be able to manage various aspects of their HUB account depending on the packages your practice is using.
In this article:
In this article:
Underneath your staff member's name on your staff list, there will be various options.
Impersonating
If you are the HUB Owner, you will be able to impersonate a staff member, meaning this feature allows one staff member to impersonate another. They can view all data accessible to that staff member and act as if they are that person called "Impersonating".
Please note that the change log for that staff member will indicate that you made the changes on their behalf.
HUB Owners can allow other staff members to impersonate colleagues on their initial details screen.
Edit
The next option is ‘Edit’.
Clicking edit, you will first be taken to their initial details tab, where you can edit the information you entered when adding your staff member to your HUB account, such as if your staff member is changing their surname or has a new NHS email that needs updating.
Details tab:
In the ‘Actions’ box on the right-hand side of this page you will see a ‘Course’ option. If your practice has a Learning Package subscription, you can Enrol the selected staff member on courses. You can also withdraw them from courses on which they are currently enrolled.
If you are the HUB Owner or have been granted permission, you will be able to impersonate the staff member.
If your practice has a HR Package subscription, you will be able to see the selected staff member's annual leave page.
Additional tabs will be available at the top.
Please note that the tabs you see will depend on the packages that your practice is subscribed to.
HUB roles
If you have granted this staff member HUB Role permissions, you can add or remove the HUB Roles that have been given.
You can see all the currently selected roles for the staff member chosen by ticking ‘Show currently selected roles only’.
This will populate a list of the HUB Roles that have been given to the selected staff member.
Courses
If your practice has the Learning Package subscription in the courses section, you will be able to see any courses this staff member is enrolled in or scheduled for. You can enrol staff members on courses directly from this section and withdraw staff members from courses that are no longer applicable.
Learning History
In the Learning History section, you can view the staff members currently studying.
And the courses they have previously studied.
On the right-hand side of this page, you will see ‘Learning History’.
Here, you will be able to download the selected staff member's learning history as a PDF.
You can also view courses due in the next 30 days and any courses that are overdue for the selected staff member.
Policies
If your practice using the Policy Library to share policies with staff members, you will be able to see all policies that have been shared with the selected staff member, the current version of the policy, the version the staff member has read, the date and time when the staff member read the policy assigned to them, and whether they have read the latest version. You will also see their downloaded version, and if you have requested response details, these will be highlighted here.
You can apply specific filters for the selected staff members' policies by searching for mandatory policies only or if they have read the latest version. Once you have applied the selected filters, you can export the results.
Feedback
If your practice has a Learning Package Subscription, you will be able to see any feedback the selected staff member has left on courses.
Contact History
In the contact history, you can view any email or notification that has been sent to the selected staff member from the HUB.
Using the show advanced search, you can filter your search for specific communications that the selected staff member has been sent.
You can select the Type of notification and specific dates.
Change Log
In the change log, any time a change has been made to the staff member's profile will be highlighted, e.g., they were enrolled on a course, updated their HR record, or an update was made to their initial details.
Activitly
If your practice is using the free On-Site Register feature, you will be able to see when the staff member signs in or out of the practice.
Notes
Here you can add or view any additional notes to the staff member's profile.
Please note that only HUB Managers can view any notes that have been added.
HR Record
If your practice has an HR Package subscription, you will be able to view and edit, if applicable, the selected staff member's HR record.
On the right-hand side of the page, you'll see ‘Staff Details’, which contains the selected staff member's information held in their details page.
Clicking ‘Edit Details’ will take you directly to the selected staff member's details page, where you can update the information.
You can also view the staff members' ‘Annual Leave page’ directly from this page.
HR Checks
If your practice has an HR package subscription and the selected staff member has been added to any HR Checks, you will be able to view, add to, or edit the information of the HR checklists for the staff member.
On the right-hand side, you have a quick link directly back to your staff list.
You can also manage additional checks. By using the drop down to produce a list of all active checklists.
Selecting the checklist and clicking save will add the additional checklist to the selected staff member's profile, where you can view, add and edit the information.
Compliance Actions
If your practice has a Compliance Package subscription and the selected staff member has any Compliance Actions assigned to them, you will be able to view and manage this information.
In the ‘Actions’ on the right-hand side, you can assign an additional staff member to manage selected actions.
Meetings
If your practice uses the free meetings feature, you will be able to see any meetings assigned to the selected staff member to attend, along with the date, duration, and type. You will also be able to see whether the selected staff member attended the meeting.
Apprasisals
If your practice has an HR Package subscription, you will be able to view any appraisals that have been created for this staff member, including the appraiser, reference date of the appraisal, assessment level, and status. As a manager, clicking 'edit' will take you directly to the appraisal, where you can view, manage, and edit the details of the appraisal.
The next option from the staff list is HR if your practice has an HR Package subscription, this provides quick links to the relevant areas for the selected staff member.
Clicking ‘Holiday’ will take you directly to the selected staff member's annual leave page.
Clicking ‘HR Record’ will take you directly to the selected staff member's HR Record.
Clicking ‘HR Checks’ will take you directly to the selected staff member's HR Checklists.
The next option from the staff list is ‘Learning’ if your practice has a Learning Package subscription, this provides quick links to the relevant areas for the selected staff member.
Clicking Courses will take you directly to the selected staff members ‘Enrolled and Scheduled’ courses.
Clicking Learning History will take you to the selected staff member's Learning History.
If your practice is using the free Policy Manager feature, the next option provides a quick link to the selected staff members' policies.
The next option is to make the staff member an inactive HUB user, which will remove their access from your HUB account by clicking ‘Make Inactive’.
