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00 – General Support Worker Training
In this session, we’ll walk through practical, hands-on training for support workers, covering key day-to-day FlowLogic activities. You’ll learn how to navigate workflows, accurately log participant information, and make the most of the system in your role.
- Accessing and Logging Into FlowLogic: Daniel provided a step-by-step explanation for support workers on how to access and log into FlowLogic, including details on required credentials and two-factor authentication, with additional clarification on device-specific processes.
- Initial Access Requirements: Support workers need the organization’s FlowLogic URL, a username, and a password to access the system. The URL format is typically organizationname.flowlogic.com.au, and these details are provided during onboarding.
- Password Reset Process: If a user forgets their password, they can use the ‘forgot password’ link on the login page, which will send a reset code to their registered email address for password recovery.
- Two-Factor Authentication Setup: Daniel described the two-factor authentication process, which generally uses an authenticator app (Google or Microsoft Authenticator) to scan a QR code or manually enter a key, depending on whether the user is logging in via computer or mobile device.
- Device-Specific Instructions: For mobile device users, Daniel advised manually copying the authentication key into the app if scanning a QR code is not possible, and recommended ticking the ‘remember device’ box for convenience, subject to organizational security policy.
- Profile Management and Availability Settings: Daniel outlined how support workers can manage their FlowLogic profile, emphasizing the importance of setting availability for efficient rostering and providing guidance on the use of the Availability Painter tool.
- Profile Overview: Upon first login, users are directed to their profile page, which contains basic employment information and settings such as the default working site. Daniel cautioned against changing the default site unless necessary, as it affects roster visibility.
- Setting Availability: Support workers are encouraged to set their availability using the Availability Painter, which allows them to indicate when they are available or unavailable for shifts. This information assists the rostering team in shift allocation.
- Best Practices for Availability: Daniel recommended using a computer for setting availability due to ease of use, and clarified that the availability calendar is for reference only, reflecting week one and week two of a typical fortnightly payroll cycle.
- Saving Preferences: After setting availability, users must click ‘Save preferences’ to ensure their selections are recorded, which streamlines the rostering process and reduces unnecessary communication.
- Dashboard Navigation and Key Features: Daniel provided a walkthrough of the FlowLogic dashboard, highlighting essential features such as clocking on/off, participant information, incident reporting, roster management, and document access for support workers.
- Clocking On and Off: Support workers use the dashboard to clock on at the start of a shift and clock off at the end, which automatically tags their timesheet and records shift attendance.
- Participant and Staff Information: The dashboard displays a list of participants assigned to the user, with access to relevant details such as home addresses, and provides access to the user’s own employment records, including compliance documents.
- Incident and Feedback Reporting: Support workers can report incidents, accidents, near misses, and submit feedback or complaints directly through the dashboard, with forms customized by each organization and immediate notification to the office upon submission.
- Roster and Calendar Functions: The roster section shows the user’s scheduled shifts and allows viewing of participant assignments, while the calendar displays pertinent dates such as expiring documents and approved leave, though it is less frequently used by support workers.
- Document Storage and Access: The Drive feature provides access to organizational documents, including policies and procedures, with users advised to consult their organization if they lack access to required materials.
- Internal Messaging and Notifications: Daniel explained the use of FlowLogic’s internal messaging system for secure communication and notifications, emphasizing its role in delivering timesheet and leave approval updates to support workers.
- Internal Messaging System: FlowLogic includes an internal inbox for messaging between users within the organization, used primarily for notifications related to timesheets, leave requests, and compliance reminders. The system does not support external email communication.
- Notification Handling: Support workers receive notifications in their FlowLogic inbox when timesheets or leave requests are approved, and are instructed to review and act on these messages as needed.
- Leave Requests and Timesheet Submission: Daniel detailed the processes for submitting leave requests and timesheets in FlowLogic, including handling unavailability, attaching supporting documents, and ensuring accurate payroll processing.
- Submitting Leave Requests: Support workers submit leave requests for planned unavailability or other leave types (e.g., annual, sick leave) through the system, specifying dates and attaching documents such as medical certificates when required.
- Leave Approval Process: Once a leave request is submitted, it enters an approval workflow, and its status is updated in the user’s roster. Approved leave is reflected in the system and communicated via internal notifications.
- Timesheet Entry and Approval: After clocking off, support workers complete their timesheet by selecting the relevant shift, entering shift notes, and providing travel details if applicable. Timesheets are then submitted for approval, with discrepancies explained in a dedicated field.
- Shift Notes and Compliance: Shift notes must be completed for each participant, and in some organizations, timesheet submission is blocked until all required notes are entered. Users are reminded to follow organizational policies for shift note content.
- Travel and Payroll Details: Support workers record travel distances and vehicle usage in the timesheet, with options to upload odometer photos for evidence. Accurate entry ensures correct payroll processing and compliance with organizational and NDIA requirements.
- Customization and Organizational Differences: Daniel repeatedly emphasized that FlowLogic is customized for each organization, and support workers should consult their local admin teams for specific policies, procedures, and system configurations.
- System Customization: Each organization’s instance of FlowLogic may differ in appearance, available features, and workflow processes, depending on services provided and internal policies.
- Consulting Admin Teams: Support workers are advised to contact their organization’s admin team for clarification on any questions or issues related to system use, compliance, or procedural requirements.