CAREFUL

Onboarding Quick Start Guide

Introduction

This guide covers everything new users need to get started with CAREFUL, from accepting your first invitation to managing your profile and inviting colleagues. Whether you're a clinical user, Team Owner, or Administrator, you'll learn how to access the platform and set up your account.

Before You Start

No special permissions are required to accept an invitation and create your account. However:

  • To invite new users to a team, you must be a Team Owner for that team or an Administrator
  • To invite users to your organisation, you must be an Administrator
  • To edit another user's profile, you must be an Administrator or that user must be viewing their own profile
How to Accept Your Invitation

When a Team Owner or Administrator invites you to CAREFUL, you'll receive an SMS or email containing a verification link.

Important: Invitation links expire after 15 minutes. If your link has expired, ask the person who invited you to resend the invitation.

  1. Click the invitation link in your SMS or email
  2. You'll see the "Create account" screen
  3. Enter a password in the "Password" field (must be at least 10 characters and not commonly used)
  4. Re-enter the same password in the "Confirm password" field
  5. Read the terms of use and warnings about patient confidentiality and activity logging
  6. Tick the checkbox: "I agree to the terms of use and acknowledge these warnings"
  7. Click "Create account"
  8. You'll see a confirmation screen with links to download the mobile app
  9. After 10 seconds, you'll be automatically redirected to the login page (or click "Click here to Login" to go immediately)
If Your Link Has Expired

If you see an "Expired link" error message:

  1. Click the "Click here to resend a new link" button
  2. Or ask the person who invited you to resend the invitation from the Members table
How to Log In

UK users access CAREFUL at https://app.careful.online/. Australian users use https://au.careful.app/. The app is also available on the Apple App Store and Google Play.

  1. Navigate to the appropriate web address
  2. Enter your phone number (with country code) or email in the "Email / Mobile number" field
  3. Enter your password in the "Password" field
  4. Click "Sign In"
Setting Your On-Duty Status (First Login)

The first time you log in, you'll be asked: "Would you like to set yourself to on duty?"

  • Click "Yes" if you're ready to receive handovers and notifications
  • You'll be asked to verify your contact/bleeper number is correct
  • Click "Confirm" to set yourself on duty
  • Click "No" if you want to remain off duty (you won't receive handover requests or notifications)
How to Set Yourself On or Off Duty

After your first login, you can change your duty status anytime from your user profile.

  1. Click your name at the top of the sidebar (desktop) or in the menu (mobile)
  2. You'll see your current status displayed as "On duty" or "Off duty"
  3. Click the duty toggle switch to change your status

Setting yourself On Duty:

  • You'll be asked to verify your bleeper/contact number is correct
  • Click "Confirm"
  • Your status changes to "On Duty"
  • You'll now receive handover requests and notifications

Setting yourself Off Duty:

  • Your status immediately changes to "Off Duty"
  • You won't receive handover requests or notifications
  • Other team members can see you're unavailable
How to Edit Your User Profile

You can update your own profile details, including your name, job title, speciality, and contact number.

  1. Click your name at the top of the sidebar to open your user profile
  2. Click the kebab menu (⋮) at the top right
  3. Select "Edit" from the menu
  4. The "Edit user" dialog appears
  5. Update any of the following fields:
    • First name (required, up to 100 characters)
    • Last name (required, up to 100 characters)
    • Job title (optional, up to 100 characters)
    • Speciality (optional, up to 100 characters)
    • Contact / Bleep number (optional)
    • User photo (drag and drop or click to upload)
  6. Click "Submit" to save your changes
Changing Your Email Address
  1. From your user profile, click the kebab menu (⋮)
  2. Select "Change Email" (or "Add Email" if you don't have one set)
  3. Enter your new email in the "New Email" field
  4. Click "Submit"
  5. You'll receive a verification email at the new address
  6. Your email will show as "Unverified" with a "Pending change to [new email]" status until you verify it
  7. Click the verification link in the email to complete the change
Changing Your Mobile Number
  1. From your user profile, click the kebab menu (⋮)
  2. Select "Change Cell/Mobile number" (or "Add Cell/Mobile number" if you don't have one set)
  3. Select your country code from the dropdown (defaults to UK)
  4. Enter your new mobile number in the "New phone number" field
  5. Click "Submit"
  6. You'll receive a verification SMS at the new number
  7. Your mobile will show as "Unverified" with a "Pending change to [new number]" status until you verify it
  8. Follow the verification link in the SMS to complete the change
Changing Your Password
  1. From your user profile, click the kebab menu (⋮)
  2. Select "Change password"
  3. Enter your existing password in the "Current password" field
  4. Enter your new password in the "New password" field (must be at least 10 characters and not commonly used)
  5. Re-enter the new password in the "Confirm Password" field
  6. The "Submit" button becomes active when the new passwords match
  7. Click "Submit" to save your new password
How to Invite a New User

The process for inviting users differs depending on whether you're a Team Owner or an Administrator.

As a Team Owner (Adding Users to Your Team)

Team Owners invite users to a specific team. You can add existing CAREFUL users or create new accounts.

To add an existing user:

  1. Navigate to your team from the Teams accordion in the sidebar
  2. Click the Members tab
  3. Click the kebab menu (⋮) at the top right
  4. Select "Add user to team"
  5. In the search box, start typing the user's name
  6. Select the user from the search results
  7. Choose their Team role from the dropdown: "Staff" or "Team Owner"
  8. Click "Add this user to team"
  9. The user is immediately added to your team (no invitation sent)

To invite a new user:

  1. Follow steps 1-5 above
  2. If the user isn't found, click the "Invite them now" button
  3. The "Invite new user" dialog appears
  4. Fill in the required fields:
    • First Name (required)
    • Last Name (required)
    • User role (select "Staff" or "Team Owner")
    • Cell / Mobile Number OR Email (at least one is required)
  5. Optionally complete:
    • Job Title
    • Speciality
  6. The Team field will show your team and cannot be changed
  7. If you want to invite multiple users, tick "Invite another after save" to keep the dialog open
  8. Click "Submit"
  9. An SMS or email invitation is sent to the new user
  10. The new user appears in your Members table with an unverified status
As an Administrator (Adding Users to the Organisation)

Administrators can invite users at the organisation level and optionally assign them to teams.

  1. From the sidebar, select My Organization
  2. Click the Members tab
  3. Click the kebab menu (⋮) at the top right
  4. Select "Invite user"
  5. The "Invite new user" dialog appears
  6. Fill in the required fields:
    • First Name (required)
    • Last Name (required)
    • User role: select "Staff", "Admin", or "Team Owner"
    • Cell / Mobile Number OR Email (at least one is required)
  7. Optionally complete:
    • Job Title
    • Speciality
    • Team [Optional]: assign to a team (not available if you selected Admin role; required if you selected Team Owner)
  8. If you want to invite multiple users, tick "Invite another after save"
  9. Click "Submit"
  10. An SMS or email invitation is sent to the new user
  11. The new user appears in the Members table with an unverified status
Validation Rules for Invitations

When creating invitations, CAREFUL enforces these rules:

  • Name fields: Required, maximum 100 characters each
  • Contact details: Must provide at least one of email or mobile number
  • Phone numbers: Must be unique (not already in use by another user) and valid mobile format
  • Email addresses: Must be unique (not already in use) and valid email format
  • Team Owners: Must be assigned to at least one team
  • Admins: Cannot be assigned to a specific team when first invited
How to Resend or Cancel an Invitation

If a user hasn't verified their account, Administrators can resend or cancel the invitation.

Resending an Invitation
  1. Navigate to My Organization > Members tab
  2. Find the unverified user in the table
  3. Click the kebab menu (⋮) on their row
  4. Select "Resend invitation"
  5. A new invitation SMS or email is sent to the user
  6. The 15-minute expiry timer resets
Cancelling an Invitation
  1. Navigate to My Organization > Members tab
  2. Find the unverified user in the table
  3. Click the kebab menu (⋮) on their row
  4. Select "Cancel invitation"
  5. The pending user account is removed from the system
  6. The user will no longer appear in your Members list
Tips
  • Password strength: Use a unique password at least 10 characters long. CAREFUL checks your password against commonly used passwords and will reject weak choices
  • Mobile app: Download the CAREFUL mobile app from the App Store or Google Play for push notifications and on-the-go access
  • Batch invitations: When inviting multiple users, tick "Invite another after save" to keep the dialog open and save time
  • Expired links: Invitation links expire after 15 minutes for security. If a link expires, simply resend the invitation rather than creating a new user account
  • Contact number verification: Keep your bleeper/contact number up to date so colleagues can reach you when you're on duty
  • Team Owner permissions: If you need to invite a Team Owner, you must assign them to a team. Administrators cannot be assigned to teams when first invited (they can join teams later)

Related articles

Clinical User Quick Start GuideTeam Owner Quick Start GuideAdministrator Quick Start GuideHow To Get Access To Careful For The First TimeQuick Guide Tour

Want to contact us about the subject covered by this page?

Our support team is happy to help with any questions about this topic.

Email us about this page