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Add a New Caseworker

Overview

Provider Administrators can add new caseworkers that provide service at the locations that the Provider Administrator has access to. A Provider Administrator can also serve in the role of caseworker.

New caseworker accounts fall into one of three options:

  • Option 1: A new caseworker account that requires the caseworker to login to the system.
  • Option 2: A caseworker account linked to an existing Provider Admin account. Provider Admins must create this separate caseworker profile if they want to take cases and set their own availability.
  • Option 3: A read‑only caseworker account whose availability is fully managed by a Provider Administrator. The caseworker can only view appointments and have updates made on their behalf.

Instructions

  1. Navigate to the Caseworkers tab on the left hand menu. 

  2. Select Add Caseworker +.

  3. Step 1 of 4: General Information.
    1. Username: The unique ID this caseworker will use to sign in (if login is enabled). 
    2. Status: Indicates whether the caseworker account is active or inactive.
    3. Legal Provider Admin: Indicates the legal provider organization this caseworker is assigned to. This field is prepopulated and cannot be edited.
    4. First Name: The caseworker’s given name as it should appear in the system.
    5. Last Name: The caseworker’s family name as it should appear in the system. 
    6. Pronouns: How the caseworker wishes to be referred to (e.g., she/her, he/him, they/them).
    7. Email: The email address used for login, notifications, and system communication. 
    8. Phone: A contact number used for client communication or appointment details.
    9. Language: The primary language this caseworker uses for appointments and communication.
    10. Read Only toggle: Enables the account as a read‑only caseworker. When ON, the caseworker cannot edit availability; a Provider Admin manages their schedule.
    11. Password 
      1. Generate: Automatically creates a secure password for the caseworker. 
      2. Manually Create: Allows the Provider Admin to set a custom password instead of generating one.
      3. Note: Be sure to copy this password and share it with the caseworker so they can log in for the first time. They can update their password afterward.
  4. Step 2 of 4: Availability 
    1. Availability Name: Use a clear, descriptive name so your availability is easy to understand at a glance.
      1. Example: Eastside Campus – Virtual (MWF)
    2. Appointment Type: Select whether this availability is Virtual or In-Person.

      1. Note: 

        1. In-person availability can only be associated with one location.

        2. Virtual availability may be associated with multiple locations.

    3. Locations: Select the location(s) where this availability applies.
    4. Services: Select the service(s) you will offer during this availability.

    5. Shifts / Time Blocks: 

      1. Choose one of the following options:

        1. Pre-made shift: Select a predefined shift from the dropdown menu.

        2. Custom shift: Create your own time block.

          1. Note:
            Custom shifts are not saved to the Shifts view and cannot be reused.

      How to Think About Availability Setup

      When setting availability, use the following mental model:

      1. For virtual appointments, at locations X, Y, and Z, offering services A, B, and C, I am available at these times.

      This structure helps ensure your availability is configured correctly and displays as expected for clients

  5. Step 3 of 4: Additional Details 
    1. Booking Time Range: Define the time range in which customers may book an appointment
      1. Range Minimum:  How many days before the appointment date a client can begin booking.
        1. Example: 1 Day Before.
      2. Range Maximum: How far in advance a client is allowed to book an appointment.
        1. Example: 6 Months in Advanced.
    2. Booking Manual Confirmation: Requires an admin or caseworker to manually approve or deny appointment requests.

      1. Appointments will appear in a Pending status on the Review Requests page under the Bookings tab.

      2. Note: Pending appointments still reserve the time slot. The availability will not reappear on the booking calendar unless the request is rejected.

    3. User Booking Cancellation: Allows users to cancel a booking via the FindYourAlly website.
  6. Step 4 of 4: Calendar and Zoom Integrations. 
    1. Please see the following help desk article for more information. 

  7. Select Finish to complete setup, or Save Draft to continue later. You’re all set!

 

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