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Workflow Blog: Adding a New Personnel

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Adding a new provider 

Adding a new personnel in the schedule can seem like a daunting task.  However, it doesn't have to be.  In this post we will outline what needs to be done when adding a new personnel and what shortcuts are available to speed up the process. 

Once you have a new provider join your group, we need to create a personnel profile for them within Lightning Bolt. This is where we configure their basic information, such as their name, contact information, and start/stop dates. 

We recommend selecting an existing provider’s profile to clone, which will also copy if that provider is auto-scheduled, their eligible assignments, and membership in any personnel groups. For example, if you are adding a new APP who is going to be auto-scheduled, find a provider who already exists in your personnel list with the same role and attributes. This saves you time so you don’t have to manually set eligibility or individually include them in any personnel groups after creating their profile. 

If you choose to create a new provider from scratch, you can select the grey “Add new personnel” button at the top left of the screen. You will have the same fields to populate, but this will not clone anybody’s departments, eligibility, or personnel groups. 

A more detailed instruction on how to add a new personnel exists in this article and video

Setting eligibility 

To ensure that your provider can actually be scheduled on a shift, we need to make sure that provider is eligible for the correct assignments. If eligibility is not set, then that provider will not be auto-scheduled on any of those assignments regardless if there are rules in place. If you are manually creating your schedule, scheduling violations will appear if you try to schedule a provider for which they are not eligible.

If you have cloned an existing personnel profile, some eligibility might already be set. From the personnel list, you can see how many eligible assignments exist for each provider from the “Assignments” column. If we click on this number, it will give us a preview of each eligible assignment. If you click into a provider’s personnel profile and scroll down, you can see the assignments they are already eligible for and update with any other necessary assignments,

For more information on how to set eligibility, please refer to the article here

Tallies and FTE

Sometimes the addition of a new provider affects the allocation of shifts amongst a group of providers for certain assignments. This means that when using any equalization within Lightning Bolt, we need to make sure that the FTE values within each tally is updated. 

If there are multiple tallies that require the same FTE update, we recommend selecting those tallies and using the bulk action tool at the top left that says “Take Action.” From here, you can select “Modify FTE % for each personnel” to make the same FTE updates to multiple tallies at once. These actions are outlined in more detail here

Tallies exist under Administration-Setup then in the grey “Tallies” tab at the top of your screen. You can also select each tally individually to manually update their FTE values. For more information about tallies and equalization, please refer to this support article or reach out to your individual Lightning Bolt consultant. 

Adding to personnel groups 

If your group utilizes any rules that incorporate personnel groups, then it is important for your new provider to be included in those groups. The inclusion of personnel groups is already copied over when cloning an existing provider.  

To do this manually, under Administration-Setup, navigate to the “Personnel Groups” tab at the top of your screen. Here, you can click into any personnel groups you want to add the new provider to move them into the “included personnel” box.

Adding to Views and Granting Access to Views 

Once you have added a new provider to your department, you need to add them to any Views to actually see them on the schedule. Cloning an existing personnel profile won’t copy over their View Membership or View Access, but we can automatically add individuals to specific Views. 

To access your Views, navigate to the blue Administration tab at the top of your screen and select “View Manager” from the drop down menu. 

Here, you can add providers to any specific View by hovering over the View and selecting the “Edit” option on the right. Once you’ve opened the View you want to edit, you can navigate to the “Personnel” tab. Here, you can select any new personnel and use the arrows in the middle to move them to the “Selected Personnel” section.

The easiest and quickest way to make sure that any of your new providers are automatically added to your Views is to toggle on “Auto-Add Personnel” located within the Personnel tab. This will automatically add any new providers you create in your department to your Views. This way, you won’t have to manually add new providers to each View every time. 

Once you have added them to any necessary Views, you then have the option to grant them View Access. This ensures that your new provider can actually access those specific Views for your schedule.  For more information on setting View Access, please refer to this article here

Alternatively, within View Manager you could also select the blue “Personnel” button at the top right hand corner of the screen. From this page, you can hover over the specific provider you have added and select “Edit.” From this page you can Manage View Access by selecting which Views they can access, or “Manage View Membership” by selecting which Views you want them to be included. 

“Manage View Access” allows them to open up a specific View you have created, and “Manage View Membership” includes them in any specific View so we can see them on the schedule. 

Making accounts

Finally, after making your new personnel profile you will need to create an account for them. Creating a personnel profile for your new provider does not automatically create a new account for your provider. For the new provider to have access to the Lightning Bolt schedule, we need to create an account with the correct access, permissions, and notifications. 

We recommend that you reach out to your individual Lightning Bolt consultant for the details on how to create an account for your new provider.

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