How to Create and Manage Staff User Profiles in TeamHub

Steps

Open the Staff Directory

• In TeamHub, scroll to the Users section.
• Click Staff.

Create a New Staff Profile

• In the bottom-right corner, hover over the Action button.
• Select New Staff.
• A staff profile form will open for entering basic user information.

Enter the User’s Profile Information

Name

• In the Name section, enter the staff member’s basic details.
• Required fields:
• Email
• First name
• Last name
• Complete any optional fields as needed.

Contact (all optional)

• In the Contact section, enter the staff member’s:
• Phone number
• Mobile number
• Address

Directory (all optional)

• In the Directory section add:
• Birth date
• Profile picture
• To add a profile picture, select “Click to Select Image” then browse and locate or drag and drop the photo into the photo library
• Select the image you just uploaded and click “Select”
• Gender
• Marital status
• Language
• Religion
• Biography
• Children
• Education
• Interests
• Hobbies
• Facebook
• LinkedIn
• X
• Opt out of Directory Fields
• This allows you to hide some of the staff user’s information from the Plus app directory such as email, phone, mobile, and birthday
• Opt Out of Directory
• This allows you to hide the entire staff profile from the Plus app directory
• Leaving this unchecked will allow the profile to be visible in Plus app

Skip Groups for Staff Profiles

• Do not add groups to staff profiles unless there is a specific reason.
• Groups are used for targeting content to specific resident groups.

Assign the Required Roles

• Add the base roles needed for staff access in TeamHub.
• Use Add Item to add each role.
• Add the following roles:
• Activities Director
• Executive Director
• Maintenance
• Nurse Manager
• Resident Service Director
• Editor
• Staff
• Optionally, you can add Ops and Installer roles if the staff user is going to need access to the K4Ops application.

To Remove Unneeded Roles

• Click the three-dot menu next to the role.
• Select Delete.
• Confirm the deletion.
• Repeat for any other roles that should not remain on the profile.

Review Info Section (if needed)

• The Info section shows the record history.
• The date and time the profile was last edited
• The name of the person who added or last edited the profile

Complete the Type Section and Save

• In the Type section, enter optional job details such as:
• Title
• Department
• Extension
• Save the profile once all required and desired information has been entered.
• Confirm the profile is created successfully.

Verify the Profile in the K4 Community Plus App

• We recommend logging into K4Community Plus under “Staff Login” to verify that the information is appearing as expected.

To Edit an Existing Staff Profile

• Open the staff profile you want to change.
• Click the Edit icon from the action menu.
• Update any profile details as needed.
• Click Save to apply the changes.

Cautionary Notes

• Required fields must be completed before saving
• Opt out of directory hides the staff member from the K4 Community Plus app, but does not remove their TeamHub access.
• Do not assign unnecessary roles, as roles control access to TeamHub features.
• Only add the K4 Ops-related roles if the staff member will use the K4 Ops application.
• Be careful when deleting roles; confirm the removal before saving.
• Some fields are optional and may not appear in the K4 Community Plus app even if completed.

Tips for Efficiency

• Prepare staff details in advance to speed up data entry.
• Use the profile picture upload feature only after confirming the correct image is ready.
• Use the role list consistently for every staff profile to ensure proper access.
• After saving, always verify the profile in the K4 Community Plus app to confirm the display matches expectations.