Overview
This article explains what happens during the Florence onboarding process — what the Florence team configures on your behalf and what you'll need to set up yourself before you go live.
What the Florence Team Sets Up
During onboarding, your implementation contact will configure the following with you:
Locations and units — your sites, wards, or departments added to the system.
Roles — the job roles used across your organisation (e.g. Carer, Senior Carer, Nurse).
Shift presets — your standard shift patterns (e.g. Day 07:00–19:00, Night 19:00–07:00).
Leave types and entitlement defaults — the types of leave available and any default allowances.
Payroll rules — overtime thresholds, bank holiday uplifts, night shift rules, and pay rate types.
Timesheet settings — clock-in method (app or tablet), auto-approval toggle, break defaults.
Payroll groups — how staff are grouped for payroll runs (e.g. by location or contract type).
What You Set Up
Once the platform is configured, your team will need to:
Add admin users — invite managers and admins who will use the portal. See the Adding Admin Users article.
Add staff profiles — create profiles for all your perm and bank staff. See the Adding a New Staff Member article.
Set pay rates — assign individual pay rates to each staff member. See the Setting Pay Rates article.
Set leave entitlements — configure each staff member's annual leave allowance. See the Setting Leave Entitlements article.
Add contracts — assign contract details to each staff member. See the Adding and Editing Contracts article.
Build your first rota — once staff are set up, you're ready to start scheduling.
Making Changes After Go-Live
Most staff-level settings (pay rates, entitlements, contracts) can be managed directly in the portal by admins. Configuration-level settings (payroll rules, leave types, shift presets, locations) should be requested via your Florence implementation contact or the support team.
Getting Help
If you're unsure about any part of your setup, contact your Florence implementation contact or reach out to the support team via the chat widget in the portal.