Teri's Tool
The iPad app for recording each person's day: who you supported, what they did in each 15-minute block, and your summary of the day. This guide covers installing it, a shift from start to finish, and what to do when something goes wrong.
Scan with the iPad's camera, tap the App Store link that appears, then tap Get.
Open in the App StoreFrom sign-in to end of shift
Before your first shift, your coordinator gives you a four-digit PIN. You sign in with your employee number, the same one payroll uses, or with your key fob if the iPad has a fob reader.
Start your shift
Open Teri's Tool. Type your employee number or hold your fob to the reader, enter your PIN, and tap Start your shift. Everything you record carries your name until you end your shift.
Pick the person you're supporting
Today's list shows the people scheduled today, grouped by home. Tap a name to open their day.
Record the day as it happens
Mark the 15-minute blocks for what they did. The next section has the details.
Write your summary of the day
At the bottom, each staff member who supported the person writes a short summary. Type it, or tap Dictate and speak.
Submit
Tap Submit day. A supervisor then approves it.
End your shift
Tap End shift before you hand the iPad on, so the next person's work doesn't carry your name.
One row for every 15 minutes
Mark a block
Tap a box, or drag down a column to mark a stretch of time, such as 9:00 to 12:00 of day habilitation.
One box per row
A person can't be doing two things in the same 15 minutes, so once a row has a mark the rest of it greys out. To change a block, tap the marked box to clear it first.
Add a photo or a note
Press and hold a box to attach a photo, a video, a typed note or a dictated one to that block.
Absence
If the person did not attend, mark the Absence column. A day marked absent is a record. A day left empty is a gap.
Work at a job site
Paid work at a job site goes in that site's column, not a service column. Services are billed, and work hours go to payroll.
Location
While someone is signed in, the iPad shares its location, and each daily sheet notes where it was recorded. Nothing is shared when nobody is signed in.
Approving the day
Approvals
Signed in as a supervisor, tap Approvals to see every submitted day waiting for you. Open one and approve it.
Never your own day
Nobody can approve a day they recorded themselves. Another supervisor approves those.
A change reopens the day
If anyone changes a day after it was approved, it goes back for approval, and the app says so.
If something goes wrong
"That did not match a staff member"
The employee number or PIN didn't match. Check both and try again. After several wrong tries the iPad asks you to wait a minute, then you can try again.
I forgot my PIN
Ask your coordinator for a new one. PINs are stored scrambled, so nobody can look yours up. They issue you a new one instead.
My fob doesn't work
A fob has to be linked to your name first. Your coordinator does that from the office computer. Until then, sign in with your employee number.
The app says my shift ended
A shift lasts up to 12 hours. Sign in again to keep recording.
A day won't save after it was approved
The app tells you when a change needs a supervisor to reopen the day. Ask a supervisor, then make the change.
Someone isn't on today's list
The list shows the people scheduled for today. If someone came who isn't scheduled, tell your coordinator so their schedule can be updated.
Everything else happens on the computer
Coordinators and supervisors manage the rest from InCite, under Service Tracking.
Today
Who is due, who has a sheet, what is waiting for a signature, and a live map of signed-in iPads.
Employees
Add staff, set roles and who they report to, issue PINs, and link fobs.
Clients
Each person's record, family members, schedule, and every daily sheet as staff recorded it.
Reports
Monthly service and residential attendance, built from what the iPads record. Supervisors can also approve a day from the office.