The Staff/User module enables counties and providers to track staff members’ hours. In order to track staff hours as they relate to specific services/activities, the staff members must be set-up in this module prior to entering service/activity data.
A staff member MUST be set-up if:
1. He/she will need access to CalOMS Prevention for data entry.
2. The county/provider wants to track staff time.
To create a staff account, use the following steps:
1. Click Administration from the main menu.
2. Click Staff/User from the submenu.
3. Click Add from the left toolbar.
4. If desired, select a Salutation from the dropdown list.
5. Type in the staff member’s First* and Last Name*.
6. Select the Permission Default*.
a. Admin permissions should be given to staff members that are acting as the primary contact for CalOMS Prevention.
b. Staff-User permissions should be given to staff members that log onto CalOMS Prevention and enter data.
c. Staff-Read Only permissions should be given to staff members that provide prevention services but may not do data entry.
7. Type in the staff member’s Title*.
8. The Status* will default to Active.
9. Enter the staff member’s Login Information.
a. The User ID* will be the login name used by the staff member. This is automatically created after saving. The User ID is always the first letter of the user’s first name and the full last name with no spaces in between.
b. The Password* field is where a temporary password is created for the staff member and can be any combination of alpha or numeric characters. This password will be used along with the User ID and six (6) digit county/provider identification number to log into CalOMS Prevention. Once a user logs in, they can use the Change Password area to change the password to one of their liking.
10. If desired, enter in the Demographic and Education Information.
11. Enter in the staff member’s Work Phone* and Email* address.
12. Once all information has been entered, click Save. If you do not want to save any changes, click Cancel.
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Tips · If there is no Email for the staff member, type “none” or “n/a” in the blank field. However, without an email address, the user will not be able to use the automated “Forgot your login?” procedure located on the login page. The user will have to contact their administrator directly. · Passwords can be any combination of letters, numbers and/or characters. · Passwords are case sensitive. · If the staff/user has a hyphen or a space in the last name, the User ID will include the hyphenation or space. For example: Tiffany Williams-Pitt would have the User ID of twilliams-pitt. Georgia Von Helsing would have the User ID of gvon helsing. |
Editing Staff Accounts
1. Click Administration from the main menu.
2. Click Staff/User from the submenu.
3.
From the Listing
page, select the staff member that you wish to edit by clicking the 
button.
4. The staff member will appear in the edit mode.
5. Make any changes needed to the form.
a. Status (see Tips)
i. Active: currently on the staff of the county/provider.
ii. Inactive: no longer on the staff of the county/provider.
6. Click Save. If you do not want to save any changes, click Cancel.
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Tips · The Status is used to keep a staff member in CalOMS Prevention for history purposes. When a staff member leaves, you will not be able to delete the staff member if they reported services, but you can make them Inactive to remove their name from forms and prevent the staff member from entering any further data into CalOMS Prevention. |
1. Click Administration from the main menu.
2. Click Staff from the submenu.
3.
From the Listing
page, select the staff member that you wish to delete by clicking the
button.
4. The staff member will appear in the edit mode.
5. Click Delete from the left toolbar.
6. Click OK when asked “Are you sure?”. If you do not want to delete this staff member, click Cancel.