On-Site Admin Training Path
Estimated Duration: ~30 minutes | Modules: 4 | Difficulty: Introductory
Your Role
As an On-Site Admin, you are the operational point of contact at the facility. You work directly with caregivers as they arrive, complete orientation, and begin their shifts.
What you can do:
- Record caregiver arrivals as they check in at the facility
- Manage orientation sessions and track completion
- Monitor shift attendance and track on-site activity
- Handle onboarding documents and credential verification
What you cannot do:
- Modify assignments, shift requirements, or staffing data (managed by Schedulers)
- Book or change travel arrangements (managed by Travel Coordinators)
- Edit event details or system settings (managed by Admins)
- Manage candidates or surveys (managed by Supervisors)
Your workspace is primarily the On-Site section of the platform, which you will access frequently throughout each workday during active events.
This training path is designed for a single 30-minute session and should be completed before your first day of on-site operations. Use the checkboxes below to track your progress.
Training Modules
Module 1: Platform Overview
Estimated Time: ~5 minutes
Get a quick introduction to the platform and find your way to the on-site tools.
- Read the Quick Start Guide for a brief introduction to HCSS Events Platform
- Review Navigating the App to understand the basic layout
- Log in and locate the On-Site section in the navigation sidebar
- Confirm you can access the arrivals, orientation, and shift tracking screens
Best Practices:
- Bookmark the On-Site section for the event you are supporting. You will return to it many times each day.
- Ensure your browser is up to date and you have a stable internet connection at the facility. The platform requires connectivity to record data in real time.
- If you will be using a tablet or mobile device on-site, test the platform on that device before go-live.
Module 2: Recording Arrivals
Estimated Time: ~10 minutes
Arrival tracking is your first task each day. When caregivers arrive at the facility, you record their check-in to update staffing visibility across the platform.
- Read the On-Site Overview to understand the full on-site workflow
- Review the Arrivals Guide for step-by-step instructions
- Understand the expected arrival list -- who is scheduled to arrive today
- Learn how to mark a caregiver as arrived, noting the actual arrival time
- Know how to handle late arrivals, no-shows, and unexpected walk-ins
- Understand how arrival data feeds back to Schedulers and reports
Arrival records should be created as caregivers check in, not in batch at the end of the day. Real-time data allows Schedulers and leadership to monitor staffing levels throughout the day.
Best Practices:
- Pull up the expected arrivals list at the start of each day and review it before caregivers begin arriving.
- Verify each caregiver's identity against their assignment details. Name, discipline, and shift should all match.
- If a caregiver arrives who is not on your expected list, do not turn them away. Record them as an unscheduled arrival and notify your Scheduler immediately.
- Note any issues (late arrival, missing documents, incorrect assignment details) in the comments field for each arrival record.
Module 3: Orientation Management
Estimated Time: ~10 minutes
Orientation ensures every caregiver is properly briefed on facility procedures, safety protocols, and job expectations before starting their first shift.
- Read the Orientation Guide for detailed instructions
- Understand the orientation checklist -- what items must be completed before a caregiver can start work
- Learn how to schedule and track orientation sessions
- Practice marking orientation items as complete for a caregiver
- Know how to handle caregivers who miss orientation or need to repeat specific items
Best Practices:
- Schedule orientation sessions to align with typical arrival times. Most caregivers should complete orientation on their first day.
- Do not allow caregivers to start shifts before orientation is complete. This is both a compliance requirement and a safety measure.
- Keep orientation materials current. If facility procedures change mid-event, update the orientation checklist and re-brief caregivers who have already been oriented if the changes are significant.
- Track orientation completion rates and follow up on any caregivers who are overdue.
If multiple caregivers arrive at the same time, group them into a single orientation session for efficiency. Record completion individually for each caregiver so their records are accurate.
Module 4: Shift Tracking & Documents
Estimated Time: ~5 minutes
Monitor active shifts and manage onboarding documents to maintain operational and compliance readiness.
- Read the Shift Tracking Guide
- Understand how to view active shifts and who is currently on duty
- Learn how to record shift-related notes (early departures, extensions, incidents)
- Understand the document management workflow -- what documents caregivers must provide and how to upload or verify them
- Know how shift tracking data connects to the Scheduler's work tracking reports
Best Practices:
- Review the active shift list at the start and midpoint of each shift period to verify coverage.
- Document any incidents or unusual events immediately. Timely records are more accurate and useful for follow-up.
- Ensure all required documents (licenses, certifications, ID) are collected and recorded before or during the caregiver's first shift. Do not defer document collection.
- If a caregiver's credentials are expiring during the event, flag this to your Scheduler and Admin immediately.
What's Next?
You have completed the On-Site Admin Training Path. Here are your recommended next steps:
- Prepare for your first day -- Review the expected arrivals list for your event and ensure you have access to the platform from your on-site device (laptop, tablet, or phone).
- Coordinate with your Scheduler -- Establish a communication channel (phone, messaging, email) with the Scheduler managing your event. You will need to communicate about no-shows, unexpected arrivals, and shift issues in real time.
- Set up your daily routine:
- Start of day: Review expected arrivals, check orientation schedule, verify shift coverage
- Throughout the day: Record arrivals in real time, conduct orientation sessions, monitor active shifts
- End of day: Verify all arrivals are recorded, flag any outstanding orientation items, note any issues for the next day
- Test your setup -- Before your first live event, run through the entire workflow with test data to ensure you are comfortable with the process.
Your data accuracy directly impacts every other role in the system. Schedulers rely on your arrival data to manage fill rates. Leadership relies on your data for operational dashboards. Take the time to record information carefully and promptly.
Learn about the roles you coordinate with:
- Scheduler Path -- Understand how assignments are created and how your arrival data fits into the staffing workflow
- Travel Coordinator Path -- Understand how travel is arranged for the caregivers you receive on-site