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Glossary

A comprehensive reference of terminology used throughout HCSS Events Platform. Terms are organized alphabetically within categories for easy lookup.

Event Management​

Active Event​

An event that has moved past the planning phase and is currently in operation. Caregivers are being deployed, assignments are being filled, and on-site operations are underway.

Archived Event​

A completed event that has been archived for record-keeping. Archived events are read-only and do not appear in the default Events list view. They can be accessed via the status filter.

Completed Event​

An event where all operations have concluded. Caregivers have been demobilized, final reporting is complete, and the event is ready for archival.

Draft Event​

A newly created event that is still being configured. Draft events are not visible to non-Admin roles until they are moved to Planning or Active status.

Event​

A discrete staffing engagement, typically a labor strike at a healthcare facility, that requires temporary caregiver deployment. Each event has a facility, date range, shift requirements, and a full lifecycle from Draft through Archived.

Event Detail​

The primary working page for an event, containing multiple tabs (Fill Rate, Assignments, Candidates, etc.) that organize all event-related data and operations.

Facility​

The hospital, medical center, or healthcare facility where a staffing event takes place. A facility record includes name, address, contact information, and operational details.

Planning Event​

An event that has been approved for staffing but has not yet begun on-site operations. Shift requirements are being defined, candidates are being recruited, and travel is being arranged.

Staffing and Assignments​

Assignment​

The record linking a specific caregiver to a specific event with defined shift details (unit, shift type, start/end dates). An assignment represents a confirmed staffing commitment.

Bulk Assignment​

The process of creating multiple assignments at once, typically via CSV import, rather than creating them one at a time through the manual assignment interface.

Fill Rate​

The percentage of staffing requirements that have been filled with confirmed assignments. Calculated as (confirmed assignments / total required positions) x 100. The primary metric for tracking event readiness.

Manual Assign​

The process of individually selecting a caregiver and creating an assignment through the UI, as opposed to bulk import via CSV.

Shift Requirements​

The staffing needs for an event, broken down by unit, specialty, shift type (Day, Night, Evening), and date. Requirements define the "denominator" in fill rate calculations.

Unit​

A department or area within a facility that requires staffing (e.g., ICU, Med-Surg, ER, Labor & Delivery, NICU). Each unit has its own staffing requirements and assignments.

Caregivers and Candidates​

Caregiver​

A healthcare professional (nurse, technician, therapist, etc.) in the the platform database who is available for temporary staffing assignments. The caregiver record contains personal information, credentials, specialties, and contact details.

Candidate​

A caregiver who has been associated with a specific event as a potential or confirmed participant. Candidates move through a defined status workflow (Imported, Contacted, Confirmed, etc.) as they progress through the deployment pipeline.

Candidate Pool​

The set of all candidates associated with a particular event. The pool represents everyone being considered for or confirmed to work the event, regardless of their current status.

Credential​

A professional certification, license, or qualification held by a caregiver (e.g., RN license, BLS certification, state-specific licensure). Credentials may have expiration dates and are tracked for compliance.

Duplicate​

A caregiver record that matches an existing record in the system based on name, email, phone, or other identifying criteria. The Duplicates module helps merge or resolve duplicate records.

Imported​

The initial status of a candidate who has been added to an event's candidate pool, typically via CSV import. Imported candidates have not yet been contacted.

Returnee​

A caregiver who has previously worked a strike event and is returning for another assignment. Returnees may have streamlined onboarding due to existing records.

Specialty​

The clinical area of expertise for a caregiver (e.g., Critical Care, Medical-Surgical, Emergency, Pediatrics, Oncology). Specialties are matched against event shift requirements.

Letters of Understanding (LOU)​

LOU (Letter of Understanding)​

A formal document sent to candidates outlining the terms and conditions of their assignment, including compensation, schedule, facility details, and expectations. LOUs require candidate acknowledgment and signature.

LOU Campaign​

A batch send operation that distributes LOUs to multiple candidates simultaneously. Campaigns track delivery, viewing, and signing status for each recipient.

LOU Status​

The current state of an LOU for a specific candidate: Draft, Sent, Viewed, Signed, Accepted, Active, or Declined. See Status Workflows for the complete state machine.

Travel and Logistics​

Change Request​

A modification request for an existing travel booking. Change requests can cover flight changes, hotel modifications, date adjustments, or cancellations. They require review and approval by a Travel Coordinator.

Ground Transportation​

Local transportation arrangements between airport, hotel, and facility. May include shuttle services, rental cars, or rideshare arrangements.

Pre-Arrival Instructions​

Information sent to caregivers before they travel to the facility, covering what to bring, where to report, parking details, dress code, and other logistical details. Managed through customizable templates.

Travel Booking​

The complete set of travel arrangements for a caregiver deployment, including flights, hotel, and ground transportation. Each booking has associated confirmation numbers, dates, and costs.

Travel Tab​

The event detail tab where Travel Coordinators manage all travel logistics. Displays a list of all caregivers with their travel status, booking details, and pending change requests.

On-Site Operations​

Arrival Tracking​

The process of recording when caregivers physically arrive at the facility. OnsiteAdmins mark caregivers as arrived, noting the date, time, and any issues.

Onboarding​

The process of orienting a newly arrived caregiver to the facility, including badge issuance, system access, unit orientation, and compliance verification.

On-Site Tab​

The event detail tab where OnsiteAdmins manage arrivals, orientation, and daily operations. This is the only tab accessible to the OnsiteAdmin role.

Orientation​

The initial facility tour and training that caregivers receive upon arrival. Orientation status is tracked per caregiver and must be completed before they can begin working.

Work Tracking​

The daily record of caregiver hours, shifts worked, and attendance. Used for payroll calculation and operational reporting.

Surveys​

Ad-Hoc Survey​

A one-time survey created for a specific purpose, not tied to a recurring template or campaign. Useful for quick feedback collection.

General Survey Campaign​

A survey distribution that can target caregivers across multiple events or outside the context of a specific event. Used for organization-wide feedback, satisfaction tracking, and referral programs.

Referral​

A recommendation from an existing caregiver suggesting another healthcare professional for staffing opportunities. Referrals are tracked through the General Survey Campaigns module.

Survey Response​

A completed survey submission from a caregiver. Responses can be viewed individually or in aggregate, and exported for analysis.

Survey Template​

A reusable survey structure with predefined questions, answer types, and logic. Templates speed up survey creation and ensure consistency.

Compliance and E-Signature​

Compliance Audit​

A review of compliance documentation for completeness and accuracy. The audit trail records who viewed, signed, and submitted each document.

Compliance Packet​

A collection of compliance documents bundled together and sent to a caregiver for review and e-signature. Packets may include policies, agreements, and attestations.

Compliance Template​

A reusable document template for compliance purposes (e.g., confidentiality agreement, code of conduct, facility-specific policies). Templates are assembled into packets by Admin users.

E-Signature​

An electronic signature applied to a compliance document by a caregiver. E-signatures are legally binding and include timestamp, IP address, and signer identification.

Rapid Response​

Deployment (Rapid Response)​

A rapid-response staffing action that deploys pool members to address urgent, short-notice staffing needs. Deployments have their own status workflow.

Rapid Response Pool​

A pre-vetted group of caregivers who are ready for rapid deployment on short notice. Pool membership is managed by Supervisors and Admin users.

System and Administration​

Audit Log​

A chronological record of all significant actions taken in the system, including who performed the action, what changed, and when. Accessible only to Admin users.

Direct Permission​

A permission granted to an individual user outside of their role. Direct permissions supplement role-based permissions for cases where a user needs access beyond their standard role. Only Admin users can grant direct permissions.

Feature Flag​

A system configuration toggle that enables or disables specific features across the platform. Used for gradual rollouts and environment-specific configurations.

MFA (Multi-Factor Authentication)​

A security mechanism requiring users to provide a second form of verification (email code) in addition to their password when logging in.

Permission​

A specific action that a user is allowed to perform within the system (e.g., Events.View, Assignments.Create, Caregivers.Export). Permissions are granted through roles or direct assignment.

RBAC (Role-Based Access Control)​

The security model used by the platform where permissions are assigned to roles, and roles are assigned to users. This ensures consistent, manageable access control.

Role​

A named collection of permissions that defines what a user can see and do within the platform. The six system roles are: Admin, Leadership, Scheduler, Travel Coordinator, Supervisor, and OnsiteAdmin.

System Settings​

Global platform configuration accessible only to Admin users, including email templates, notification preferences, integration settings, and feature flags.