Due to the nature of their business health care organisations have to manage a large number of staff including full time employees, part timers, contractors and volunteers. Pnyx allows you to easily manage your staff and volunteers, creating users and managing their level of access. Access to information can be granted according to their roles, ensuring they are active members of the care of your clients.
Note that Pnyx is not a dedicated HR System. We have, however, made some minor changes to our Case Management System to help small organisations that can’t afford pricey HR & Payroll Systems.
Create users for your staff and volunteers
Step 1. Go to your organisation area
From the Home screen the quickest way to go to your organisation is to click on your organisation’s name under My Organisations on the right.
Step 2. Go to the Staff List
Click on Staff from the menu items on the left.
Step 3. Add a new User
Once on the Staff area inside your organisation click on Create new user inside Add New Colleague on the bottom right to bring up the create new user form. Once you click on Create new user, a short form will open;
- Full Name: or the name you go by
- Email address: The email address Pnyx will send emails to. The email is the unique identifier for the user. If the person already has a user in Pnyx, a message will pop up, and you can just Search and add existing users to your organisation.
An email will be sent to them with a password, and their email address will be used to log in. Alternatively, they can use their Username to log in, which can be found in their Profile.
Search and add existing users to your organisation Many times it might happen that the user you are adding already exists in Pnyx. If this is the case just add the existent user to your organisation by entering the full email address or Username. Username on the search box on Add New Colleague.
You’re probably wondering why you can’t just search for names - the reason is a combination of protecting privacy and preventing confusion. When you’re searching for users all throughout the system, there may be confusion if multiple people with the same name are in the system - if you add in the wrong person, there is a privacy risk. Using their specific email or Username to find them confirms that you do indeed know the person and they are authorised to enter the system.
Step 4. Add access right to the organisation
Once the user has been created click on Edit user role button on the new user and give him or her an appopiate role within the organisation. Check out our document on Organisation’s roles in Pnyx.
Step 5. Manage staff access across multiple Circles
Now that you have created a user for your new staff and given him or her a role in your organisation it is time to give her access to the Circles of care. You can manage the access of a staff member across multiple circles from your Organisation - Staff list by clicking on Edit user roles on multiple circle
From here you can;
- search for a Circle to add the staff member to it,
- update the roles of the user in all the circles he or she belongs to
- or click on the red broken link icon to remove the member from a specific Circle.
Step 6. Edit the user Profile
It is a good idea to add relevant information to the user profile, such as skills or languages spoken. Pnyx allows you to search for specific things within your staff and volunteers based on the information on user profiles. screen Staff list in your Organisation, Search staff
Use Skills enter trained skills for certifications like;
- First Aid Certificate
- Disability Work Cert. 3
- Health Services Cert. 3
- Work with children Check
Interests are perfect to better manage and align volunteers with your clients’ interests and hobbies. You can use tags like;
Each entry has to be separated by commas ” , “
Note that Address and Telephones are only shown to users with a Managers role in the organisation to protect privacy.
The CVS Program Coordinator will match a volunteer with a resident of an aged care facility based on interests, hobbies, back ground and life experiences. You will more than likely need to manage a large number of staff if your organisation is part of Community Visitor Scheme (CVS) under the Australian Government subsidised aged care services.
When a member of the organisation leaves, you have to remove their access to your clients information and the organisation in general. This is critical to maintaining the organisations’ acreditation and certifications.
Step 1. Remove the user from the Circles
From the Staff area inside your organisation click on Edit user roles on multiple circle and then remove the user from all the circles he or she belongs to by clicking on the red broken link.
Step 2. Remove the user from the Organisation
Once the user doesn’t belong to any Circle representing your organisation click on Edit user roles and then on Remove member
Note: you are NOT deleting the user account, just removing the user from your organisation. If you think the user should be removed from Pnyx altogether, please contact us at email@example.com