Staff Management Overview

Staff Management is the profile view where each staff member's identifying information, contact details, and supporting records live in SETWorks. Keeping this information current matters for more than convenience: staff contact details, hire dates, and expiring credentials (certifications, trainings, background checks) often feed compliance and audit readiness for Medicaid waiver and HCBS providers, and accurate staff records support scheduling, EVV, and documentation integrity. Because different organizations track different things for their staff, an organization's administrators can control which tabs — Events, Notes, Files, Forms, Tasks — appear on a given staff profile, so each provider only sees the sections relevant to how they manage their workforce. This screen gives staff and admins one place to view, update, and document that information.

What is Staff Management?

All users

Staff Management refers to the profile screen for an individual staff user in SETWorks, opened from the My Profile option in the account menu. It shows the staff member's photo, primary details (name, status, department, title, hire date, email), and a set of tabs — Details, Events, Notes, Files, Forms, and Tasks — that hold related records for that staff member.

Note: The tabs available on a staff profile (Events, Notes, Files, Forms, Tasks) are configured by your organization's administrators. Not every staff member will see the same set of tabs.

ℹ️ Terminology can be modified within SETWorks to better fit the needs of your organization. If the terminology in our articles are not the same on your site, talk to your local administrator to assist in translation.

How to Access, Add, or Modify a Staff Profile

Accessing your profile

Click your photo and name in the top right corner of any SETWorks screen to open the account menu, then click My Profile. This opens the User Profile window for your account.

Modifying your profile details

From the User Profile window, click Edit User to open the Edit User window. This window has two tabs: Primary Information (name, status, department, title, email, hire date) and Contact Information (addresses and phone numbers). Update the relevant fields and click Save.

Editing your PIN and stored signature

From the User Profile window, click Edit User Pin to update your PIN, or Edit Stored Signature to update the signature stored for use on forms and documents. Both open in a separate window from the main profile edit.

Completing forms and uploading files

From the User Profile window, click the Forms tab to complete any forms assigned to your profile, or the Files tab to upload supporting documents. Availability of these tabs depends on how your organization has configured staff profiles.

Staff Profile Information

• Photo: The staff member's profile photo. Click the camera icon while editing to upload a new one.
• First Name: The staff member's legal or preferred first name. Required.
• Middle Name: Optional middle name.
• Last Name: The staff member's last name. Required.
• Status: Shows whether the staff account is Active or inactive. Set from the User Status field on the Edit User window.
• Default Department: The department this staff member is associated with by default.
  • This can affect what data and menu options are visible to the staff member by default, and how they're grouped in reporting.
• Default Organization: The organization this staff member's account defaults to. Required.
• Title: The staff member's job title. Optional, free text.
• Hire Date: The date the staff member was hired. Optional.
• Email: The staff member's login and notification email address. Required.
• Email Notifications Flags: Controls which system notifications, if any, are sent to this staff member's email. Required field — select the notification types that should be flagged for this user.

Contact Information

The Contact Information tab of the Edit User window holds a staff member's addresses and phone numbers, separate from their login email.

Addresses: Click + Create User Address to add an address. Each address record tracks Address Type, Address Line 1, City, State or Province, Postal Code, whether it Is Primary, and whether it's Active.

Phones: Click + Create User Phone to add a phone number. Each phone record tracks User Phone Type, Phone Number, Extension, and whether it Is Primary.

Profile Tabs

The left-hand navigation inside the User Profile window can include the following tabs, depending on your organization's configuration:

• Details: The default landing tab. Shows the staff member's core details and the Expirations section (see below).
• Events: Tracks scheduled or logged events tied to the staff member.
• Notes: A running log of notes associated with the staff member's profile.
• Files: Uploaded documents and files associated with the staff member — for example, credentials, background check paperwork, or signed policies.
• Forms: Forms assigned to the staff member to complete, such as onboarding paperwork or periodic attestations.
• Tasks: Tasks assigned to or tracked for the staff member.

User Expirations

Within the Details tab, the Expirations section tracks any time-bound qualifications tied to the staff member — for example, certifications, licenses, or trainings that need periodic renewal. Click + Create User Expiration to add one. Each expiration record includes a User Expiration Type, Start Date, Expiration Date, Notes, and Status. Keeping these current helps ensure staff remain qualified to deliver and document services, which matters for audit and survey readiness.

Frequently Asked Questions

Q: Why don't I see all the tabs (Events, Notes, Files, Forms, Tasks) that a coworker sees on their profile? Your organization's administrators determine which tabs appear on staff profiles. Different roles or configurations may show a different set of tabs.

Q: Can I update my own contact information, or does an administrator have to do it? Staff can update their own Email, addresses, and phone numbers from the Edit User window under My Profile. Whether you can edit other fields, like Default Department or Title, may depend on your organization's permission settings.

Q: What happens when a User Expiration passes its Expiration Date? The Expiration record's Status reflects that it has lapsed. Organizations typically use this to flag staff who need to renew a certification, license, or training before continuing certain duties — check with your administrator on your organization's specific follow-up process.

Q: What's the difference between Edit Stored Signature and completing a form? The stored signature is saved once and reused automatically wherever a signature is required on forms or documents. Completing a form is a separate action for filling out that form's specific fields.

Q: Is my profile photo visible to other staff? Your profile photo appears in the account menu and anywhere your name is referenced in SETWorks where photos are displayed, such as staff lists.