CAREFUL

Onboarding Quick Start Guide

Introduction

This guide covers everything you need to get started with CAREFUL, from receiving your first invitation to logging in, setting your duty status, editing your profile, and inviting colleagues to join your team.

Before You Start

  • To receive access: No action required—an Administrator or Team Owner will invite you via SMS
  • To invite others: You must be an Administrator or Team Owner
  • Device requirements: Access CAREFUL via web browser at https://app.careful.online/ (UK) or https://au.careful.app/ (Australia), or download the mobile app from the App Store or Google Play

Getting Access for the First Time

When an Administrator or Team Owner invites you to CAREFUL, you'll receive an SMS with an invitation link.

  1. Check your phone for an SMS invitation from CAREFUL
  2. Click the link in the SMS—this opens the Create Account page
  3. Enter a password in the "Password" field (must be 10 or more characters)
  4. Re-enter your password in the "Confirm password" field
  5. Read the two warnings about patient confidentiality and activity logging
  6. Check the box next to "I agree to the terms of use and acknowledge these warnings"
  7. Click "Create account"

You'll be logged in automatically and taken to your dashboard. If you're currently off duty, you may see a prompt asking if you'd like to set yourself on duty.

Important: Invitation links expire after 15 minutes. If your link has expired, you'll see an "Expired link" message. Click "Click here to resend a new link" or ask the person who invited you to resend the invitation.

Logging In

After you've created your account, you can log in at any time:

  1. Navigate to https://app.careful.online/ (UK) or https://au.careful.app/ (Australia)
  2. Enter your phone number (including country code) or email in the "Email / Mobile number" field
  3. Enter your password in the "Password" field
  4. Click "Sign In"

If you're returning after being off duty, you may see a "Welcome back" message asking "Would you like to set yourself to on duty?" Click "Yes" to go on duty, or "No" to remain off duty.

Setting Yourself On and Off Duty

Your duty status controls whether you're available to receive patient handovers and notifications.

To set yourself on duty:

  1. Click your name at the top of the left-hand menu to open your profile
  2. Click the toggle switch labeled "Off duty"—it will change to "On duty"
  3. If prompted, verify your contact/bleeper number in the dialog that appears
  4. Click "Confirm" to complete the verification

To set yourself off duty:

  1. Click your name at the top of the left-hand menu to open your profile
  2. Click the toggle switch labeled "On duty"—it will change to "Off duty"

When you're on duty, colleagues can see your contact number and send you handover requests. When off duty, you won't receive these notifications.

Editing Your Profile

You can update your personal information, job details, and profile photo at any time.

  1. Click your name at the top of the left-hand menu to open your profile
  2. Click the dropdown menu (⋮) next to your name
  3. Select "Edit" from the menu
  4. Update any of the following fields in the Edit user dialog:
    • First name
    • Last name
    • Job title
    • Speciality
    • Contact / Bleep number
    • User photo (click to upload a new image)
  5. Click "Submit" to save your changes

The dialog will close and your profile will be updated immediately.

Inviting a New User

Only Administrators and Team Owners can invite new users to CAREFUL.

As an Administrator (inviting to the organization):

  1. Select "My Organisation" from the left-hand menu
  2. Click the dropdown menu (⋮) at the top right
  3. Select "Invite User" from the menu
  4. Fill in the required information in the Invite new user dialog:
    • First Name
    • Last Name
    • Cell / Mobile Number (this is where the SMS invitation will be sent)
    • Email
    • Job Title (optional)
    • Speciality (optional)
    • User role: select "Staff" or "Admin"
    • Team [Optional]: select a team to assign them to (if desired)
  5. Check "Invite another after save" if you want to invite multiple users in succession
  6. Click "Submit"

An SMS will be sent immediately to the phone number you entered with an invitation link.

As a Team Owner (inviting to your team):

  1. Select "My Teams" from the left-hand menu
  2. Click on the team you want to add the user to
  3. Click the dropdown menu (⋮) next to the team name
  4. Select "Add user to team" from the menu
  5. In the Add user to team dialog, you have two options:
    • To add an existing user: Type their name in the "Search for an existing user" field, select them from the results, choose their Team role (Staff or Team Owner), and click "Add this user to team"
    • To invite a new user: Click the "Invite them now" button at the bottom of the dialog
  6. If inviting a new user, fill in the same information as described above for Administrators
  7. Click "Submit"

Using the Quick Guide Tour

The first time you log in, you'll see an interactive tour that walks you through CAREFUL's key features. The tour covers:

  • Setting yourself on and off duty
  • Using the action menu
  • The My Patients page
  • Viewing your team's handover list
  • Managing actions
  • Handing over patients
  • Messaging team members
  • Getting extra support

If you click "Remind me later," the tour will be snoozed for 24 hours.

To view the tour again later:

  1. Click your name at the top of the left-hand menu
  2. Click the dropdown menu (⋮)
  3. Select "Show Quick Guide Tour"

The tour will restart from the beginning, highlighting different parts of the interface with step-by-step explanations.

Tips

  • Save your invitation link: If you receive an invitation while away from your device, save the SMS—but remember it expires in 15 minutes
  • Use a strong password: Healthcare data requires secure passwords. Choose something memorable but unique to CAREFUL
  • Verify your contact number: When setting yourself on duty for the first time, you'll be asked to confirm your contact/bleeper number. This helps colleagues reach you quickly
  • Set up your profile early: Adding your photo, job title, and speciality helps colleagues identify you in the system
  • Don't skip the tour: Even experienced users benefit from the Quick Guide Tour—it highlights features specific to CAREFUL that differ from other healthcare systems
  • Mobile number format: Always include your country code (e.g., +44 for UK, +61 for Australia) when entering phone numbers

Need more help?

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

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