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About managing staff and badges

Hand Hygiene measures staff, so before it can measure anything it has to know who your staff are and which badge each of them is wearing.

Two records do that work, and it is worth separating them from the start:

  • A Staff profile for each badge wearer, with their Staff ID, Staff Role, and assigned Smart Badge. Compliance is counted against this.
  • A Smart Badge — the physical device they wear, which is what the system actually detects in a room.

Staff profiles and Staff Roles are managed from Hand Hygiene Settings. Assigning a badge to a staff member and handing it over is done on the floor with the Kio Entity Manager mobile app.

Tip: Staff and Staff Roles can also be managed in Kio Cloud Company Settings, where Staff Roles are Entity Types and Staff are Entities under Entity Management. Kontakt.io recommends Company Settings during first-time setup and for organizations using several Kio Apps.

How it all connects

Setting up staff and provisioning their badges is all Hand Hygiene needs to measure compliance. Linking a staff profile to a user account, and assigning app roles, is only for staff who sign in to see their own results.

Hand Hygiene setup in four steps. Step 1, set up staff: create a Staff Role, then a staff profile with the Staff ID, Staff Role, and Assigned Home Location. In Company Settings, Staff Roles are Entity Types and staff are Entities. Step 2, provision a badge to staff: assign the Smart Badge to the staff profile with Kio Entity Manager (Entity Manager Mobile User role), and hand it over. Your Kontakt.io Order ID must be claimed in Device Management before a badge can be assigned. Compliance is now measured. Step 3, optional: add the user, either as a managed user in the Users app or through your identity provider (SSO), and link it to the staff profile by matching the Staff ID to the user's Unique Ext. ID. The link tells Team Dashboard which department is the staff member's own, and tells Kio Nurse Assistant which badge activity belongs to the staff member signed in. Step 4, staff sign in: the Hand Hygiene Nurse role opens Team Dashboard in the web app, and the Kio Nurse (Mobile) Hand Hygiene User role opens Kio Nurse Assistant.

Things to know

  • Staff Roles can only be managed by the Hand Hygiene Administrator role.
  • Staff profiles are different: the User role can also create and edit them, from Management > Staff. Administrators have access to the same staff profiles from Settings > Staff.
  • Every staff member must be assigned to a Staff Role. A Staff Role must exist before you can add staff to it.
  • Kontakt.io Smart Badges worn by staff are identified as Tags in the Kio apps. Tags are Kontakt.io's wearable Bluetooth devices.
  • Once a Staff Role exists, almost none of it can be changed from Hand Hygiene. Its name, icon, color, attributes, and the values in its Status Descriptor (Status Category and Custom Statuses) are all read-only here. Editing any of them, and deleting a Staff Role altogether, is done from Kio Cloud Company Settings, where Staff Roles are Entity Types. Plan a role's name and attributes before you create it.
  • Hand Hygiene shows the staff list in two places, and both are editor views — neither is read-only. Management > Staff is where the Administrator, User, and Contact tracer roles work. Settings > Staff shows the same staff profiles to Administrators, because the Settings menu itself is Administrator-only.
  • There is no way to delete a staff member from inside Hand Hygiene. Neither list offers a delete action; that lives in Company Settings. To take one staff member out of Hand Hygiene without deleting their staff profile, exclude Hand Hygiene for that staff member: from Settings > Staff, open their profile, select Edit, and under Associated Apps select the Excluded applications icon next to Hand Hygiene. Hand Hygiene moves to their Excluded Apps; select Save. Their Staff Role and everyone else in it are unchanged.

What each task does

Work through these in order for a new deployment. Each one is its own article.

Add a Staff Role — Create the categories that mirror the positions in your organization, such as Nurse or Environmental Services. Do this first: a role must exist before anyone can be assigned to it.

Add a staff member — Create one staff member's profile, with their Staff ID and Staff Role. The Staff ID matters beyond identification: it is what links the staff member to their login if you enable the individual view.

Import staff in bulk — Add many staff at once by exporting the current list as a CSV, adding rows, and importing it back. This is the practical route for anything beyond a handful.

Provision a badge to staff — Assign a badge to a staff member and hand it to them. Both halves matter: an assigned badge nobody is wearing measures nothing, and a worn badge assigned to nobody cannot be attributed.

Replace a Smart Badge — Move someone onto a new badge when one breaks or its battery is depleted. Their profile and compliance history stay intact.

Link staff profiles to user accounts — Connect a staff member's staff profile to their Kio Cloud login, so they can see their own results on Team Dashboard in the web app and in the Kio Nurse Assistant mobile app. This is optional: compliance is measured whether or not anyone is linked.

Cross-references

  • Staff Types Rules by Room Type are where the system uses the Staff Role's Status values to determine when a visit creates an opportunity. See Manage Room Types & Room Matching.
  • Smart Badges must be claimed in Device Management before they can be assigned to a staff member's profile.
  • All Opportunities (Management > All Opportunities) filters by Staff ID and Staff Department, so reviewing one staff member's recent activity is straightforward once their Staff profile is in place.