Registering Pocket – Staff Registration

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If your staff are installing the Care Control Pocket app onto a personal device, it may be wise to use the Staff Registration option. This will allow them access to their rota, timesheet and messages without allowing access to care plans.

If you haven’t done so already, check out our guide on Setting Up Staff Pocket Access.

*To register a staff device, you’ll need a Pocket Code (starting PKT). See the above guide to find out how to get this*

When you first start the Pocket app you will be presented with five registration options- select Staff Registration.

You will then be sent to the Staff Registration page. To enter your Pocket code, click on the text box.

Enter your Pocket code and then click OK.

Next, enter your First Name and Last Name in the same manner- click on the text box, enter the information, and click OK.

Now use the Date Selector to add your date of birth.

Finally, add your National Insurance Number. You do not need to add hyphens here.

All information needs to match your staff record. If the registration doesn’t work, then it may be worth checking that your information has been added to the system correctly.

When you log into the app it will open onto the Staff Menu.

As mentioned earlier, you cannot access care plans through this form of registration- doing so will bring up this message:

This is your home screen and shows shifts that need to be covered, your messages, your rota, book a holiday, view your timesheet, and other options.

Let’s look at Covering a Shift. Simply click on the date that indicates a shift is available – this is the red coloured square showing the date first and then the number of hours available (note this may be more than one shift).  Once you click on one of these squares it will bring up the day and the shifts in red – click on the one that is suitable for you, but please note that this will need to be the same as your job role. If you want to cover a shift and it is not your job role, then you will need to message your manager as the system will not allow the cover to automatically be assigned to you.

If you have the right role then the shift will be assigned to you.  If not this is the message that will be displayed and you will need to contact your manager to have it approved.

Messages

To read any messages or to write any messages click on the Work with Messages tab.

This is the home screen for messages and to read one in full, just click on the message and it will open.

This will allow you to read and reply if necessary. To reply, just click on the Reply button and select the staff you want to include as it will automatically select the sender of the original message.  Type in or speak into the phone (if you use the speech to text option) and then click send. The same principle applies if you select New to send an original message.

View your Rota

Click on View Your Rota from the menu on the home screen.

This will bring up any shifts you are working. It will automatically come up with today’s date, so to see all dates, click on the date dropdown button and Show all Dates.

If you are not working and there are shifts to be covered this will highlight that there are shifts available, so just click on the date and follow the steps from the Covering a Shift section at the beginning of this guide.

Book a Holiday

Click on the Book a Holiday button on the home screen.

When you click on this button you will see what you have left for the remaining holiday year.  To book the holiday, click New Holiday and this will take you to the next screen, however, if you want to go back then click the back arrow at the top of the screen to take you back to the staff home page.

On the next screen enter the start date and end date of your holiday. To change the dates that are automatically displayed click on the date and the screen will change to a numerical rotation screen. In the Date, Month, Year rotations just select the correct dates by changing the numbers and click ok.

Once you have completed the dates click Next Step. This will then look at the parameters set up by the company and will indicate the likelihood of it being accepted by the manager. You should not assume that your holiday will be authorised until you hear from your manager.

The screen above indicates that there is an issue. You can still send it to the manager though by clicking Process. It will say that there is an issue and do you still want to process, so just click OK or No depending on your priority to book a holiday.

View Timesheets

Please note this will be changing in the next few weeks to Work Record – this will allow you to enter info on to your timesheet for any additional hours worked.

It will automatically produce a timesheet based on the hours on your rota. To add any additional hours click Add Shift. If a shift has not been covered then you will need to click Remove Shift. If you need to change a shift you will need to do both, click Remove the Shift, and then add it back on – this is important if you have completed extra hours.

To add a shift click Add Shift and the date will automatically populate with the current date. You can change this by clicking on the working date box and a new screen will appear for you to select the date. To enter the shift, click on the shift dropdown and scroll to get to the correct shift – if this is not available click on User Defined and this will give you the start time and end time, then scroll to correct these times and click ok.  Add comments as this will allow you to qualify why this is being added, i.e. overtime, cover for someone else etc. Then click Add Shift.

Other Options

In other options this will allow you to use the Document Builder, Change your pin and record your Staff COVID Check.

Adding a Document by taking a photo i.e. a letter etc could not be easier.

To add a document, click on Document Builder, click add page and this will bring up options – Take Photo, Load or Cancel.  Click Take photo and this will allow you to take the image. Take the photo and it will ask you if you wish to retake or use. Click use and it will add it to the document. To add a second or any subsequent pages, click Add Page until complete, then click Save at the bottom of the screen.  This will now appear in your document library.

Pin Service

This button is used to change your PIN – click onto the Pin Services button.

On the next screen enter your new PIN Number and if it matches with someone else, this will come up with a message to indicate that this PIN should not be used. You will then need to use a different number. Should you ever forget your PIN you will need to speak to your manager.

Maintenance – Use this to record when you find an issue with the equipment, building fabric etc…

Click on the New Issue button on the bottom right-hand corner to report an issue.

Add the location ie room 1, day room etc, to give the manager and maintenance team as much info as possible, click edit in the full issue description and enter info in the box and save, now prioritise the issue Low, Medium, High, Urgent.  If possible and relevant take a photo. Click on the Camera in the box and click take photo this will open the camera for you to take the image.  Now that you have completed the form click Log Issue.

Click on the New  Staff COVID Check (this is only displayed if this is switched on by your company).

This is used to record your temperature and if you have a cough or not.

To record your details, click on the Staff COVID Check. Enter your temperature and click on the dropdown to indicate if you have a cough or not, then click Save.





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