Supervisor Training Path
Estimated Duration: ~1 hour | Modules: 6 | Difficulty: Intermediate
Your Role
As a Supervisor, you provide operational oversight across candidate recruitment, survey management, and reference data. You bridge the gap between administrative strategy and day-to-day staffing operations.
What you can do:
- Manage the candidate pipeline -- review, update status, and track candidates through the funnel
- Create and send survey campaigns to gather caregiver feedback and availability
- Manage reference data including hotels and airports
- View caregiver profiles and records
- Access operational reports and analytics
What you cannot do:
- Create or manage assignments (managed by Schedulers)
- Track work hours or attendance (managed by Schedulers)
- Book travel or manage hotel room assignments (managed by Travel Coordinators)
- Edit event details or manage system settings (managed by Admins)
Your focus areas are the Candidates section, Surveys section, and reference data management screens.
This training path works well as two 30-minute sessions. Modules 1-3 cover your primary workflows, and Modules 4-6 cover supporting responsibilities. Use the checkboxes to track your progress.
Training Modules
Module 1: Platform Overview
Estimated Time: ~10 minutes
Orient yourself with the platform layout and identify the areas you will use most frequently.
- Read the Quick Start Guide for a high-level introduction to HCSS Events Platform
- Review Navigating the App to understand navigation, filters, and search
- Log in and locate the Candidates, Surveys, and Caregivers sections in the sidebar
- Confirm you can access the features listed in your role description above
Best Practices:
- Your three most-used areas will be Candidates, Surveys, and Caregivers. Position your browser bookmarks accordingly.
- Familiarize yourself with the global search feature -- it works across candidates, caregivers, and events.
Module 2: Candidate Management
Estimated Time: ~15 minutes
The candidate pipeline is your primary responsibility. Learn how to manage candidates from initial contact through to hiring decisions.
- Read the Candidates Overview to understand the candidate model and lifecycle
- Review Candidate Status to learn each status and what triggers transitions
- Study the Candidate Funnel to understand conversion metrics and pipeline health
- Practice updating a candidate's status and adding notes
- Learn how to filter and search candidates by status, facility, discipline, or date
- Understand how candidates convert to caregivers when they are hired
The candidate funnel visualization is your most powerful tool for identifying bottlenecks. If candidates are stalling at a particular stage, investigate and address the root cause promptly.
Best Practices:
- Review the candidate pipeline daily. Stale candidates (no status update in 7+ days) need attention or should be moved to an inactive status.
- Add detailed notes on every candidate interaction. Other team members rely on these notes for context.
- Use the funnel metrics to set realistic recruitment targets. Historical conversion rates tell you how many candidates you need at each stage to meet staffing goals.
Module 3: Survey Campaigns
Estimated Time: ~15 minutes
Surveys help you gather availability, preferences, and feedback from caregivers at scale. Learn to create templates, build campaigns, and analyze responses.
- Read the Surveys Overview to understand the survey system's purpose and capabilities
- Review Survey Templates to learn how to create reusable question sets
- Read Creating Campaigns for step-by-step campaign setup
- Review Sending Surveys to understand delivery options and scheduling
- Practice creating a test survey template and a small campaign
- Learn how to review responses and export results
Best Practices:
- Keep surveys short and focused. Response rates drop significantly for surveys with more than 10 questions.
- Test every survey template by sending it to yourself before launching a campaign.
- Schedule surveys to arrive during business hours -- caregivers are more likely to respond when they are actively checking email.
- Allow at least 3-5 business days for responses before following up or closing a campaign.
Avoid sending multiple survey campaigns to the same group of caregivers in a short period. Survey fatigue reduces response rates across all campaigns.
Module 4: Hotels & Airports Management
Estimated Time: ~10 minutes
Maintain the reference data that Travel Coordinators depend on for booking travel and assigning hotels.
- Understand the role of reference data in the platform -- hotels and airports are shared across events and used by multiple roles
- Learn how to add, edit, and deactivate hotel records
- Learn how to manage airport reference data
- Understand how changes to reference data affect existing events and travel bookings
Best Practices:
- Deactivate outdated hotels rather than deleting them. Historical events still reference those records.
- Verify hotel details (address, phone, room rates) at least quarterly. Information becomes outdated quickly.
- When adding a new hotel, include all relevant details upfront -- incomplete records create extra work for Travel Coordinators.
- Coordinate with Travel Coordinators before making changes to hotel or airport data during active events.
Module 5: Caregiver Management
Estimated Time: ~5 minutes
View and review caregiver profiles, credentials, and assignment history.
- Read the Caregivers Overview to understand the caregiver data model
- Review Viewing Caregivers to learn how to search, filter, and review profiles
- Explore a caregiver profile to see what information is available (credentials, assignment history, contact details)
- Understand the relationship between candidates (pre-hire) and caregivers (post-hire)
Best Practices:
- Use caregiver profiles to verify credentials before recommending candidates for specific events.
- When reviewing a caregiver's history, look for patterns -- consistent positive performance, preferred facilities, or scheduling constraints.
Module 6: Reports
Estimated Time: ~5 minutes
Access analytics and reports relevant to your operational oversight responsibilities.
- Read the Analytics Overview to understand the reporting options available
- Explore reports related to candidate pipeline metrics, survey response rates, and caregiver activity
- Practice exporting a report for team review or presentation
- Identify which reports to check weekly and which to review monthly
Best Practices:
- Track candidate funnel conversion rates weekly to spot recruitment trends early.
- Monitor survey response rates to assess caregiver engagement levels.
- Share relevant reports with your Admin and Schedulers to maintain alignment across teams.
What's Next?
You have completed the Supervisor Training Path. Here are your recommended next steps:
- Audit your candidate pipeline -- Review all active candidates and ensure each one has a current, accurate status. Clean up any stale records.
- Prepare survey templates -- Create reusable templates for your most common survey types (availability checks, post-event feedback, interest surveys).
- Review reference data -- Verify that hotel and airport records are current and complete.
- Establish team coordination -- Build regular check-ins with your Schedulers and Admins to align on recruitment targets and staffing needs:
- Scheduler Path -- Understand how your candidates become assigned caregivers
- Admin Path -- Understand the full system context and how your role fits in
- Set up your reporting cadence -- Decide on weekly vs. monthly reviews for each report type.
The most effective Supervisors maintain a tight feedback loop: candidate pipeline data informs recruitment strategy, survey responses inform caregiver engagement, and both feed into better staffing outcomes.