How to Set Up and Use Staff Files in Pharmacy Hive

Staff files are a powerful feature in Pharmacy Hive, enabling you to consolidate and manage staff records efficiently while maintaining confidentiality. You can handle documents such as medical certificates, training records, and qualifications with ease. Follow these steps to get started:

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Step 1: Access the "Staff Files" Folder

• Open Hive and navigate to the "Staff Files" folder.

• As part of your subscription, pre-loaded templates are available for immediate use.

Notes:

• You can modify existing templates or create your own for staff files.

• If you wish to duplicate the entire folder along with each Hive template, you’ll need to unset the templates. To do this:

  1. Open the template.

  2. Click the ellipsis (...) in the top-right corner.

  3. Select Unset Template.

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Step 2: Create a Folder for Each Staff Member

Option A: Whole-Folder Duplication

1. Unset the templates as described above.

2. Duplicate the templates folder.

3. Rename the duplicated folder with the staff member’s name. This becomes their staff file.

Option B: Using Individual Templates

1. Create a new folder and name it after the staff member.

2. Open the folder, select "New Hive", and load your chosen template:

   • Go to File > Load Template.

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Step 3: Apply Permissions

1. Open the staff member’s folder and select all relevant Hives.

2. Click the "Permissions" button at the bottom of the screen.

3. Adjust the following settings:

   • Toggle off "Share with pharmacy members".

   • Add permissions for individuals as needed:

     • Include the staff member the file pertains to.

     • Include HR-related personnel (e.g., owner, retail manager).

4. For sensitive folders (e.g., performance reviews), remove permissions for the staff member if necessary:

   • Follow the same process but adjust individual access.

Important Note:
Members with Administrator access to your pharmacy will automatically have access to all files and folders. Exercise caution when granting admin rights.

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By following these steps, you can create a structured and secure system for managing staff files within Pharmacy Hive.