Purpose: This guide gives the order to follow when you set up a new site in Luvelo. Each step depends on the one before it, so work through them in sequence. Every step names the application that you work in, and links to a detailed article where one exists.
Key terms:
Site: the physical location where work is carried out, such as a clinic, a branch, a warehouse or a store.
User account: the login that allows a person to sign in to Luvelo. An employee record on its own does not give a person access.
Core team: the standing group of employees that staffs the site, together with the days that the team works.
Event: a scheduled occurrence at a site. Events make the site visible to end users in MedCheckIn and Outpatient, so an event has to be created.
Bin zone: the grouping that tells Luvelo which bins belong to the site. The zone has to exist before you can create bins for that site.
Bin: the location that holds stock at the site. A bin can be a shelf, a pallet, a room or a person.
At a Glance
Create the site in Configuration.
Add the site employees in HR.
Activate user accounts and grant site access in Organization.
Create the bin zone in Supply Chain.
Create the core team in Configuration.
Create the event in Configuration.
Create Event Team in Operations
Create the dispensing bin in Supply Chain.
Step 1: Create the Site
Module: Configuration
Summary: The site record is the foundation for everything that follows. Employees, teams, events and bins are all attached to it, so none of the later steps can be done until the site exists.
What to do:
Using your computer browser, log in at app.luvelo.org/configuration.
Click "Operations", then click "Sites".
Click "Add Site" and fill out the site details.
Click "add more details", assign the Time Zone and submit.
Support Article: How to create a new site
Step 2: Add the Site Employees
Module: HR
Summary: Every person who will work at the site needs an employee record. Without one, the person cannot be added to a team, assigned to a shift, or set as a team leader.
What to do:
Using your computer browser, log in at app.luvelo.org/hr. You can also use the Luvelo HR mobile app, found on the app store.
Add an employee record for each person who will work at the site. How to add an employee
Check that each employee is linked to the correct company, department and grade. Teams and schedules draw on these fields later.
Step 3: Activate User Accounts and Grant Site Access
Module: Organization
Summary: An employee record identifies a person. A user account is what lets that person sign in. Both are needed. Complete this step before Step 5, because you cannot set someone as a team leader until their user account is active.
What to do:
Using your computer browser, log in at app.luvelo.org/organization.
Click on Users and search for the employee by name.
Make any updates that you need to make, and set the user as active by toggling the Active switch on.
Confirm that each site employee has a user account and that the account is Active. Create the account if it does not exist. Creating a new user in the Luvelo Organization app
Assign the app roles that each person needs for the applications that they will use. How to assign an app role to a user
Give each user access to the new site. Without site access, the person can sign in but the new site does not appear in their site list.
Note: if someone later reports that they cannot see the new site, check this step first.
Step 4: Create the Bin Zone
Module: Supply Chain
Summary: The bin zone groups the storage and dispensing locations that belong to the site. Create the zone now, because the bin in Step 7 has to sit inside an existing zone.
What to do:
Log in to the Supply Chain application.
Create a bin zone for the new site. Configure dispense bin zones
Name the zone so that it clearly identifies the site. Zone names appear on dispensing and stock screens, so a vague name is difficult to work with later.
Step 5: Create the Core Team
Module: Configuration
Summary: The core team is the group of employees that staffs the site. It is created in two passes: the first save creates the team, and the working days are set when you open the team again.
What to do:
Log in at app.luvelo.org/configuration, click "Operations", then click "Core Teams".
Click "New Core Team" and fill out the core team details, including the team leader. The team leader has to be an employee with an active user account, which is why Step 3 comes first. Creating core teams in Operations
Click "Save".
Open the team again and set the days that the team will work. The days cannot be set on the first save, so the team is not complete until you reopen it.
Step 6: Create the Event
Module: Configuration
Summary: An event schedules activity at the site. Events drive remote clock in and clock out, arrival reports, and what end users see on the schedule.
What to do:
Log in at app.luvelo.org/configuration, click "Operations", then click "Events".
Click "New Event" and fill out the event details: mechanism, service offered, referral partner, site, start and end date and time, and status. Create a new event
Click "Save". The event then appears on the Events screen in the Shifts application, and it also allows users to select the site on MedCheckIn and Outpatient.
Create an Event Team in the Event Teams screen.
Note: for fixed sites, events are created automatically going forward, so you do not need to add each one by hand. Create events manually for sites that are not fixed, and for any once off activity.
Step 7: Create the Dispensing Bin
Module: Supply Chain
Summary: The bin is the location that stock is dispensed from at the site. It comes last because it depends on the bin zone that you created in Step 4.
What to do:
Log in to the Supply Chain application.
Click the hamburger menu and select "Bin".
Click the "+" icon in the top right corner of the screen.
Add the bin details and save, placing the bin inside the zone that you created in Step 4.
Support Article: Create a bin
Check Before You Hand the Site Over
The site appears in the site list for every user who needs it.
Every site employee has an active user account with the app roles that they need.
The core team has a team leader, and the working days are saved.
The first event shows on the Events screen in Shifts.
The bin zone and the bin exist, and stock can be issued against the bin.