Staff, tablets and support access

Adding a staff member

1. Open Staff in the menu, under Team.
2. Choose Add staff member at the top of the Staff page, enter their name and choose their role: care aide, nurse or administrator.
3. Nurses and administrators need an email address. For a care aide it is optional, because care aides can use a tablet PIN only.
4. Tap Add staff member.

A care aide added without an email address can start straight away: give them a PIN setup code (below).

Anyone added with an email address gets an invitation. They join your home only when they accept it, and until then they can’t see anything in your home.

• New to MapSorix Care: they get an email to choose their password. The first time they sign in, MapSorix Care shows the invitation and they choose Accept.
• Already working at another home on MapSorix Care: they get a short email. The next time they sign in, the invitation is at the top of their list of homes (or of the screen, if they work in one home), and they choose Accept there. You aren’t told where else they work, and their other home isn’t told about you.

Nurses and administrators sign in on an office computer with their email, a password and a code from an authenticator app, which they set up the first time they sign in.

The confidentiality pledge

Before anyone can open a resident’s record, MapSorix Care asks them to agree to a pledge to keep residents’ information private: on an office computer after they sign in, and on a care tablet after their PIN. It is asked once, and again whenever its wording changes. Who has signed, which version and when are listed in the inspection binder, under Privacy compliance.

The pledge’s wording is a starting point. If your home has its own pledge, have staff sign that too and keep the signed copies with your binder.

Following an invitation

Invitations are listed under Invitations on the Staff screen until they are answered.

• Invitation sent means the person hasn’t answered yet. Once they accept, they move to the staff list as active.
• Declined the invitation means they said no. They won’t appear on your staff list.
• If they didn’t get the email, choose Resend invitation. You can also send a declined invitation again, once you’ve spoken with them.
• To withdraw an invitation nobody has answered, choose Cancel invitation. It shows as Invitation cancelled, and you can send it again later.

Giving a care aide their PIN

1. In Staff, tap Manage beside the care aide’s name and choose Generate PIN setup code.
2. Give them the code in person. It works once, and runs out after 24 hours.
3. They set their PIN on a care tablet. See Signing in on a care tablet.

If a care aide forgets their PIN, choose Reset PIN for a new setup code. Their old PIN stops working at once. If their PIN was turned off after too many wrong tries, the button reads Generate PIN setup code instead.

When someone leaves or loses access

• Deactivate stops them from their next action, not at the end of the day.
• Reactivate brings them back with their old role. A care aide needs a new PIN setup code.
• Changing someone’s role applies straight away. Their other homes on MapSorix Care aren’t affected.
• Lost phone with their authenticator app? Choose Reset two-step verification, and they set it up again at their next sign-in.
• A name spelled wrong, or a new email address? Choose Edit name or email. A new email signs them out everywhere, and both addresses are notified. Another administrator changes yours.

Your own account

Choose your name at the top right of the screen, then My account. There you can:

• Change password: enter your current password and a code from your authenticator app, then the new one. Every other device you’re signed in on is signed out, and you get an email saying so.
• Transfer to a new device: while you still have the old phone, set your authenticator app up on the new one. The old one’s codes stop working.
• Sign out everywhere: signs you out on every phone, tablet and computer, this one included. Use it if you signed in on a computer that isn’t yours.

Your name and sign-in email are changed by an administrator, so nobody can move your account to an address the home hasn’t seen.

Setting up a care tablet

Only set up tablets your home owns. A home can have up to 20. Before you start, make sure the tablet:

• is used only for work at the home, with no personal accounts, email or other apps;
• locks with a passcode of at least 6 digits, and locks itself after 5 minutes or less;
• has encrypted storage (an iPad is encrypted once a passcode is set; on an Android tablet, check under Settings, then Security);
• has automatic system updates on, and is up to date;
• can be found and erased from another device if it is lost (Find My on an iPad, Find My Device on Android).

1. On the tablet itself, sign in as an administrator.
2. Open Care tablets in the menu, under Office.
3. Give it a name, such as “Main floor tablet”, and tick each item on the checklist. Your name and the time are recorded with your answers.
4. Tap Set up this tablet.

You are signed out, and the tablet shows the staff PIN screen. From then on it keeps records for offline use.

If a tablet is lost or stolen, open Care tablets and tap Remove tablet right away. From that moment it can’t be used to sign in, and the database refuses it.

When MapSorix asks for support access

We can’t open your records in MapSorix Care unless you allow it. When we need to look, we ask with a written reason, and the request appears in Settings under MapSorix support access.

1. Read who is asking and why.
2. Choose what they may see: Settings only (staff, tablets, billing, settings and the audit trail, nothing about any resident), or Settings and resident records, read-only.
3. Choose for how long: 1, 4 or 24 hours.
4. Tap Allow support access, or Decline.

You can end it at any time with End support access now. Every screen we open is written to your audit trail, with the person’s name. A request you don’t answer closes by itself after 24 hours.

Support access is how our support team sees your records inside MapSorix Care. The few MapSorix staff who run its servers can reach stored data outside the app, as they must to keep it running and to restore backups. That access is limited to named people and is covered by your agreement with us.

Booking more training or a visit

After your home goes live, you can ask us for more training, an on-site day or other help. Administrators find it in Settings under Training and visits from MapSorix.

1. Tap Request training or a site visit and choose the service type. Each choice shows its price.
2. Give one to three days that suit you, a contact name and a phone number. For an on-site day, give the address. Don’t include resident names or health details.
3. Tap Send request. A quote with one total comes by email, usually within 2 business days.
4. Pay it by card from the quote email, or by Interac e-Transfer to accounts@mapsorix.com with the invoice number as the message. A quote is open for 14 days.
5. Once it is paid, we schedule the date and send it to you by email. It shows in Settings too.

You can withdraw a request until it’s paid. To move a booking, tell us at least 48 hours before; with less notice you can move it once at no charge, and after that the fee is kept. Within 50 km of Saskatoon an on-site day has no travel charge; further away, the quote adds mileage, travel time and any hotel.