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Admin Training Path

Admin

Estimated Duration: ~2 hours | Modules: 7 | Difficulty: Comprehensive

Your Role​

As an Administrator, you have full system access across the entire HCSS Events Platform. You are responsible for:

  • User management -- creating accounts, assigning roles, and deactivating users
  • System configuration -- managing global settings, reference data, and integrations
  • Monitoring -- reviewing audit logs, email delivery status, and system health
  • Event oversight -- full read/write access to all events, assignments, and operational data

You can access every feature in the application. With that access comes the responsibility to understand how each area works so you can support other users effectively.

Before You Begin

Bookmark this page and use the checkboxes below to track your progress through each module. You do not need to complete everything in one session.

Training Modules​

Module 1: Platform Overview & Navigation​

Estimated Time: ~15 minutes

Get familiar with the platform layout, navigation structure, and core concepts before diving into administration tasks.

  • Read the Quick Start Guide to understand the platform's purpose and initial setup
  • Review Navigating the App to learn the sidebar, header controls, and page layout
  • Log in to the platform and explore the main navigation areas
  • Confirm you can see all menu items (Admin users see the full sidebar)
tip

As an Admin, your sidebar includes sections that other roles cannot see, such as System Settings, Audit Logs, and User Management. If any section is missing, verify your role assignment.

Module 2: User Management​

Estimated Time: ~20 minutes

Learn how to create, edit, and manage user accounts across your organization.

  • Read the User Management Guide
  • Practice creating a test user account
  • Understand how to assign and change roles for existing users
  • Learn how to deactivate a user without deleting their data
  • Review the process for resetting a user's password or re-sending invitations

Best Practices:

  • Always assign the least-privileged role that allows a user to do their job.
  • Deactivate accounts promptly when staff leave or change responsibilities.
  • Use descriptive display names so users are easy to identify in audit logs.

Module 3: Roles & Permissions​

Estimated Time: ~20 minutes

Understand the role-based access control system that governs what each user can see and do.

  • Read the Roles & Permissions Guide to understand each role's capabilities
  • Study the Permission Matrix for a detailed breakdown of permissions by role and feature
  • Identify which role maps to each job function in your organization
  • Verify that current users are assigned to the correct roles

Best Practices:

  • Review the permission matrix whenever you onboard a new team member.
  • If a user reports they cannot access a feature, check their role assignment first before escalating.
  • Document any custom role decisions your organization makes for future reference.

Module 4: System Settings​

Estimated Time: ~15 minutes

Configure global settings that affect the entire platform.

  • Read the System Settings Guide
  • Review current configuration values and understand what each setting controls
  • Identify settings that should be reviewed periodically (e.g., email templates, notification preferences)
  • Understand the impact of changing settings on active events
caution

Changes to system settings take effect immediately and affect all users. Always coordinate with your team before modifying production settings, especially during active events.

Module 5: Event Management​

Estimated Time: ~20 minutes

As an Admin, you have full access to create, edit, and manage events. Understand the complete event lifecycle.

  • Read the Events Overview to understand the event model and statuses
  • Review Creating Events for step-by-step event creation
  • Explore the Event Detail Page and its tabs (Staffing, Travel, Surveys, etc.)
  • Practice creating a test event and walking through status transitions
  • Understand how events relate to assignments, travel, and other features

Best Practices:

  • Establish a naming convention for events so they are easy to find and filter.
  • Always verify event dates and facility information before publishing.
  • Use the event status workflow consistently -- do not skip statuses.

Module 6: Monitoring & Audit​

Estimated Time: ~15 minutes

Learn how to monitor platform activity and troubleshoot issues using audit logs and the email outbox.

  • Read the Audit Logs Guide to understand what actions are tracked
  • Review the Email Outbox Guide to monitor email delivery status
  • Practice searching audit logs by user, date range, and action type
  • Understand how to investigate a failed email delivery
  • Know when to escalate issues that appear in audit logs

Best Practices:

  • Review audit logs weekly to spot unusual activity early.
  • Monitor the email outbox after bulk operations (e.g., sending LOUs or survey campaigns).
  • Export audit logs periodically for compliance and record-keeping.

Module 7: All Features Overview​

Estimated Time: ~15 minutes

As an Admin, you should have a working knowledge of every feature area, even those primarily used by other roles. This module provides a brief tour.

  • Surveys -- Understand how survey campaigns are created and sent to caregivers. Supervisors handle day-to-day operations, but you may need to troubleshoot or review results.
  • Letter of Understanding (LOU) -- Know the LOU workflow: creation, sending, tracking acknowledgment. Schedulers manage this process, but audit logs and reporting may require your review.
  • Travel -- Familiarize yourself with flight booking, hotel assignments, and itinerary management. Travel Coordinators own this workflow, but you have full access for oversight.
  • Compliance & Rapid Response -- Understand the compliance tracking features and rapid response workflows used during active events.
  • Candidates -- Review how the candidate pipeline works, from initial contact through hiring. Supervisors manage candidates, but you may need to assist with data issues.
  • Analytics & Reporting -- Explore the reporting dashboards available to Leadership and other roles. Understand what data is available for export.

What's Next?​

Congratulations on completing the Admin Training Path. Here are your recommended next steps:

  1. Set up your team -- Create user accounts and assign roles for your colleagues using the knowledge from Modules 2 and 3.
  2. Configure the system -- Review and adjust system settings for your organization's needs.
  3. Share role-specific training paths -- Direct your team members to the training path that matches their role:
  4. Establish monitoring habits -- Schedule weekly reviews of audit logs and email outbox status.
Ongoing Learning

As the platform evolves, revisit this training path when new features are released. The documentation is kept up to date with each release.