A Guide to Using Staff Records

The Staff Records feature allows management teams to securely store, organize, and customize key data about their staff members. Much like the Face Sheet for service users, Staff Records are fully customizable, making it easy to capture the information most relevant to your organization.

This feature helps care providers track compliance, quickly look up important information, and export data for audits, meetings, or external agencies.

• Store important staff data points in a secure, centralized location

• Customize fields to fit your organization’s needs

• Specify access and edit permissions for individual staff members

• Generate custom reports based on staff record data

• Quickly search/filter across large staff datasets

StoriiCare provides a dedicated Staff Records Access section within Business Settings.

• By default, only Super Users have access to Staff Records and their settings.

• Super Users can grant specific staff (e.g., HR managers) access to manage records.

1. Go to Business Settings > Staff Records.

2. Use the Group filter or search bar to find the relevant staff member(s).

3. Select the relevant staff member(s).

4. Scroll down to view Staff Record Settings.

5. Assign the desired level of access.

6. Click Save.

For general staff members (not in HR or management), we recommend:

• Staff Records Template Settings: Not visible

• Staff Records Settings Area (Center Settings): Not visible

• Staff Records Access: Only their own record visible

This ensures staff can update only relevant personal details while maintaining data security and compliance.

• Navigate to the Staff tab on your dashboard.

• Click a staff member’s name to open their record.

• The ability to view Staff Records will vary based on your permission level:

  • Most staff can only access their own Staff Record.

  • Managers and administrators may view or edit records for others.

  • Some care providers may choose to keep staff records only visible to managers or administrators.

• Hover over a field and click on the pencil icon.

• Enter information.

• Save changes by click the green disc icon. If you are updating multiple fields at once, click the Shift button on your keyboard to bulk save.

• Keep in mind that some fields may be hidden if empty. To view these fields and enter information, click the “Show Hidden Fields” toggle in the top-right filter area.

Super Users and authorized managers can customize the Staff Record template, which applies to all staff profiles.

1. Open a staff record.

2. Click the Settings Cog/Gear icon at the top of the page.

3. From here, you can:

   • Add, delete, or reorder fields

   • Rename fields by clicking on them

   • Choose a Field Type to determine how data is captured

• Text – Free text entry

• Number – Numeric values only

• Phone Number – Use the country code (e.g., +1)

• Rich Text – Supports attachments, links, and formatting

• List Options – Dropdown menu (single or multiple selections, with customizable colors)

• User Select – Choose a staff or service user from your directory

• Contact – Pull from stored contacts (e.g., next of kin, references)

• Address – Multi-line address entry

• Date/Time – Record dates, times, or recurring timelines (e.g., training renewal dates)

• Name – Will prompt for a first name and last name to be entered

• Linked – These field types (e.g., Groups, Gender, DOB, Job Title) will pull data from other areas of the system.

When configuring a field, you can also:

• Hide if Empty – Field will only appear if populated

• Hide from Staff – Field will remain invisible even on staff’s own records

• Editable by Staff – Allows staff to update their own details (e.g., Address, Insurance Number)

Need More Help?

If you need further assistance, you can reach out to our support team by emailing support@storii.com. Our support team is ready to help you with any questions or issues you may have.