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Facility profile in Settings, showing the staff facility code and fields for facility name, DSHS license, address, and phone.

Name, license, address, and phone, all in one place.

Set up your home

Start with the basics. This is what shows up everywhere else.

  1. 1Open Settings, Facility profile. Add your name, DSHS license, address and phone.
  2. 2This is what appears on every export you hand someone, so get it right once and it is done.

Good to know

The staff facility code on this screen is how caregivers can request to join. Keep it to people you have hired.

Step 2 of 7
The Add a new resident modal with two choices, upload their assessment or fill in manually.

Upload their assessment, or fill it in yourself.

Add your first resident

Skip the typing. A photo does most of the work.

  1. 1Photograph or upload the assessment and VestaLog fills the form in about fifteen seconds. You review every field before anything saves.
  2. 2Or type it in yourself. Only first name, last name, and date of birth are required to start.
Step 3 of 7
The Invite staff sheet with fields for name, email and role.

The email invite goes out right away.

Invite your care team

Get your staff into VestaLog in under a minute.

  1. 1Open Staff and tap Invite staff. Enter the caregiver's name, email and role.
  2. 2They get a secure link, set a password, and can start working right away.

Good to know

Caregivers can also ask to join with your staff facility code. Those requests show up under Join requests on Staff for you to approve.

Step 4 of 7
A staff member's credentials, with a Scan a credential button and expiration dates filled in for each credential.

Photograph it once. VestaLog tracks the date from here.

Scan a staff credential

Turn a photo into a tracked expiration date.

  1. 1Open Staff, pick a staff member and tap Scan a credential. Photograph the card.
  2. 2The matching field fills in with the expiration date. You confirm by saving.

Good to know

Each Monday VestaLog emails you anything expired or expiring within sixty days, while your home is active.

Step 5 of 7
The Policies page in the Binder, showing nine policy areas each marked On file.

Nine areas, each with its own upload.

Organize your policies

Nine policy areas. One place for all of them.

  1. 1Open the Binder, Policies. Nine policy areas are listed for you.
  2. 2Upload your signed PDF into each one.

Good to know

VestaLog does not write these policies for you. It organizes the ones you already have so you can find them fast.

Step 6 of 7

Keep the checklist and safety checks current

See what each check is based on, and when the next one is due.

  1. 1Open the Binder, WAC checklist. Each item shows what's recorded and links to where the record lives.
  2. 2Safety checks list each recurring check with its due date. On Plus, tap Mark checked when it's done.

Good to know

Fire drills and the Maintenance log have their own pages in the Binder too. Each entry is dated and names who made it.

Step 7 of 7
The Binder's overview showing counts for residents, staff and facility records, followed by a list of items not on file.

What's missing, named, with a link to where it's entered.

See what's on file

Know what's missing before anyone asks.

  1. 1The Binder shows how many records are on file in each area, and each row says what's missing.
  2. 2Tap any item to go straight to where it is entered. Inspection pack and Print summary give you a dated copy to hand over.

Good to know

If someone arrives tomorrow morning, you know what's on file and where it is.

That is everything.

Come back to this guide anytime from Help & guide.

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