In order to set a password for both new and existing staff you need to be an account manager and should follow these steps:
New Staff
When adding a new staff member, you will need to add in an email address for a password link to be sent to. They will need to set up a password following the link that matches our systems password requirement. Please see Setting the Password section below for the requirements.
To set up a new staff, head to the top banner bar to select ‘Staff’ and then ‘Add New Staff’.
Make sure to add in the staff members email. Without this, a password link will not be sent to them. Make sure to hit Save Staff button at the bottom of the page.
The staff member will receive the following email:
The link will take you to the following web page:
The staff member will need to input their email address which will then send another email. The reason we have this extra step is to provide a layer of security.
Click on the link provided within the email. It will lead you to the following page:
Create your new password following the password requirements. Please see Setting the Password section below for the requirements.
Please note: if they are a mobile user, they will have to go into the Mobile App to sign in as they will not have access to the full Browser version of Civica Scheduling.
Existing Staff
First we need to find the staff that we would like to add or edit a password for. We can do this by selecting ‘Staff’ on the top banner bar and clicking ‘View All Staff’.
This will show a list of all of your staff and can be filtered by Groups using the ‘All Groups’ drop-down box and pressing ‘Load’ with the relevant group selected. Once you have found the correct staff select the orange ‘Edit’ button on the right hand side of the page in the same row as their name. In this example we will select Julian Simms.
This page displays all of this staff member details. On the left hand side of the page, under the column heading Staff Details, you can see a text box to input a password and one below that for password confirmation. Input the new password in these two boxes.
Now that this is complete, scroll down to the bottom of the page and click on the green ‘Save Staff’ button to apply the new password.
You will now be sent to the staff details page and a green confirmation message will appear at the top of the page.
A message will appear to show you have successfully set the password of the staff and they will now be able to sign into their account using the new password.
Please note: if they are a mobile user, they will have to go into the Mobile App to sign in as they will not have access to the full Browser version of Civica Scheduling.
Setting the Password
When setting a password please ensure you create a unique password which cannot be guessed by another person. A good way we have found to do this is to set the password as your middle name followed by some dates from your date of birth. As an example for one of your passwords is to use your name and date of birth, E.g if your name is Sally Louise Jackson and are born on 12/05/85 the password would be something like "Louise1205".
The new password requirements are shown below:
- Minimum of 12 characters
- At least one capital letter
- At least one lower case letter
- At least one number
- At least one special character (*, #, ! etc)
- Password will need to be changed every 90 days
- Cannot use the same password again
For further reading please see:
- How do I add new Staff / Carers?
- How do I update / change a staff members details?
- What do I do if I've forgotten my password?
- How Do I Set A New/Reset My Password?
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