Admin, Security & Multi-Org

GotchaEmail must be unique across the whole organization. Behind the scenes, the system automatically creates a personal staff message group for the new hire, adds all Admin/Director/Manager/Supervisor users to it, and assigns default messaging permissions by role — none of that is optional or skippable.

GotchaThe Security screen also has Roles (create/rename/recolor custom roles based on a system base role) and Sessions tabs living on the same screen — they're tabs, not separate pages, so don't go looking for a different menu item.

GotchaEvery sensitive action across the whole app writes here — user creation, role changes, PHI access — it's the single source of truth for "who did what," not a security-only log.

GotchaThis isn't the same as "force clock out" on a user's profile — that only ends an active shift; it doesn't touch their login sessions.

GotchaYou don't need to create a group for a new employee or a new client — those personal and client-team groups are created automatically. Direct messages and groups are two different systems underneath, so "group" always means a standing message group, never a 1:1 thread.

GotchaConfidential and Visible-to-Employee are two separate switches, not opposites — you can have a confidential record the employee can still see, or a non-confidential one hidden from them.

GotchaImpersonation is fully audit-logged, and you can't stack it — once you're impersonating someone, the option to impersonate a second person disappears until you exit.

GotchaThe shift-claiming toggle updates optimistically — on a flaky connection you may briefly see it flip on before it snaps back off if the save actually failed. Don't assume the visible state is final until it settles.

GotchaThis is the admin-side compliance record — separate from the Training module's courses/lessons and from a staff member's own Profile → Certifications page. The two aren't automatically synced, so verify what staff have self-reported rather than assuming it flows through here.

GotchaThis is the internal root-cause/corrective-action workflow — separate from the DDS/Regional-Center-facing SIR process. General Incidents has no regulatory deadline; SIR does. Watch the Overdue Actions card as your early warning that corrective actions are slipping.

GotchaCompliance tracking only goes back to the organization's EVV tracking start date — requesting an earlier range won't surface older data because it predates tracking, not because of a filter bug.

GotchaFavorites are stored on the device you starred them from — they don't follow you to a different phone or the web app.

GotchaReport type and at least one recipient are both required — leaving either blank blocks the save with a validation message instead of failing silently.

GotchaThis is the persistent, manageable library — distinct from firing off a one-off announcement through Messages → New. Choosing "By Role" without picking at least one role blocks the save.

GotchaThis is your personal feed, not a broadcast tool — to send something to others, use Announcements or Messages instead.

GotchaThis edits one user at a time — there's no bulk-apply, so a change meant for an entire role has to be repeated person by person.

GotchaA request type can stay enabled even if its underlying balance type is turned off — e.g. "Vacation" stays selectable and simply won't deduct from any balance if PTO is disabled. Enabling PTO doesn't automatically enable the Vacation request option, or vice versa; they're controlled separately.

GotchaTurning off "Allow User Password Changes" is what forces every staff password to be set manually by an admin from their profile — self-service and forgot-password stop working the moment it's off.