All staff (Employee)
What a normal working day in the suite looks like for any member of staff: reading memos and circulars, raising requests and following them to the end, and keeping up with mail and events.
Who this is for
Everyone who works at the hospital gets the Employee role when their account is created. That includes officers in administration, finance, clinical, nursing, pharmacy, works and support units. If you head a unit, or sit in a special office (Finance, Audit, Registry, the CMD’s office), you get more than this. Your own role guide covers the extra parts. Everything on this page still applies to you.
What you’ll see in your menu
The menu on the left shows only what your role allows. For an employee it looks like this:
- Memos & Circulars. Memos and circulars sent to you, your unit or all staff. The number is how many you have not opened.
- Requests. Everything you have asked for, and where each one is now.
- My Desk. Anything waiting on your decision. For most staff this is usually empty.
The full list of menu items for the Employee role:
| Menu section | What you will see (select to open it in the app) |
|---|---|
| Workspace | Dashboard AI Assistant Notifications Mail Documents Memos Events Meetings |
| Work | Requests Approvals Fixed Assets |
In the app, some items use the hospital’s own words: Approvals shows as My Desk and Memos as Memos & Circulars.
Your working day
Start of the day
- Sign in and look at the home page. Needs your attention lists urgent memos you have not read and any request of yours that was returned to you. See Tour of the home page.
- Read new memos and circulars. Open Memos & Circulars. The For me tab has everything addressed to you, your unit or all staff. Red means urgent. See Memos.
- Check the bell. Notifications tell you when a request moves, is approved, returned or rejected, and when a voucher linked to your request is disbursed. See Notifications.
When you need something
Leave, training, a repair, an ICT fault, an allowance, a cash advance: anything that needs approval is a request.
- Start it. Open New request and pick the request template. Templates are grouped by department and have codes such as
DAO-ICT-001. You only see the ones meant for your unit. - Fill in the form and attach what it asks for. Then submit. You get a reference number such as
DAO-ICT-001/2026/0001. - Follow it. Open it from Requests. The banner at the top says whose desk it is on now, by name. The Approval chain shows every level: who decided, what they said and when.
- When it is finished, you are notified. Select Print / Save as PDF for the official copy, with every level’s name, decision, comment and signature.
Full steps: Submit a request.
Through the day
- Mail. Your hospital e-mail is in Mail. See Read and send mail.
- Documents. Shared forms, policies and files are in Documents.
- Events and meetings. Your calendar is in Events. Video meetings you are invited to are in Meetings. See Hold a video meeting.
- Questions. Ask the AI Assistant to find a memo, summarise a circular or help you pick the right request template. See Ask the AI assistant.
Once a week
- Look through Requests for anything still In progress after several days. The banner shows whose desk it is on; a polite word with that office often helps.
- Check your profile: phone number, signature and notification preferences. See Your profile & settings.
How do I…
Things only you can do
- Correct and resubmit your own request when an approver returns it for correction. Nobody else can edit it. It keeps the same reference number. See If your request is returned.
- Withdraw your own request while it is still in progress, with Withdraw on the request. Approvers are told that no action is needed. This cannot be undone.
- Keep your signature and PIN up to date. Your signature is printed on documents you sign. See Screen lock PIN.
Common pitfalls
- “I can’t find the request template I need.” Templates are shown only to the units they are for. Clinical templates are hidden from administrative staff, and the other way round. Ask your head of unit which template to use.
- “There is no Write a memo button.” Most staff read memos but do not write them. Official memos are written by heads of unit, registries and the executive offices. Ask your head of unit.
- “My request is returned.” It is not rejected. Read the comment in the banner, select Correct & resubmit, fix what was asked and submit again. It starts again from the first level.
- “My request was approved but I have not been paid.” If money is involved, Finance raises a payment voucher after approval. The Payment panel on the request shows the voucher and changes to Disbursed when it is paid.
- Missing a menu item a colleague has? Their role is different. See I can’t see a menu item.