Creating Your User List: User Management Guide

Proper user management is essential to ensure accurate monitoring, compliance reporting, and Badge utilization across your facility. This guide walks through preparing your user list, selecting which users to enroll, and managing Badges throughout the lifecycle of the program.

1. Preparing Your User List

Before launch or during any onboarding of new staff, you will need to prepare a complete and accurate user list. This should include:

• Full Name
• Department
• Job Title / Role
• Facility Email Address
• Unique Identifier (e.g., Employee ID)

Tips:

• Ensure that names match what staff are commonly called to prevent confusion.
• If possible, group users by department to streamline badge distribution.

2. Choosing Your Users

Not every staff member may require a SmartBadge to monitor hand hygiene. Consider including:

• Direct Patient Care Staff: Nurses, CNAs, physicians, therapists
• Support Roles: EVS, transporters, phlebotomists
• Key Admin or Safety Team Members: IPs, Quality, etc.

Best Practices:

• Start with core clinical staff for highest impact and expand from there.

• Start with assigning staff already trained on how Vitalacy's Hand Hygiene Compliance Monitoring System works.

   

Pro Tip: If you would like further details on deciding what organizations to monitor, refer to the Selecting Units for Hand Hygiene Monitoring document. Additionally, if you would like more information on how to Assign, Unassign, or Reassign SmartBadges, visit this article: How to Assign, Un-assign and Reassign a SmartBadge

3. Badge Management

Vitalacy Badges are assigned to individual users and must be actively managed to maintain system accuracy. We recommend having a designated Facility Admin or HR representative to handle SmartBadge assignment and distribution. Below are key badge processes:

a. Distribute

When distributing Badges:

• Physically select the SmartBadge that your would like to assign to the user. 
• Assign the SmartBadge using the Vitalacy web app. 
• To ensure that the SmartBadge is identifiable, we recommend labeling the SmartBadge with the user's name. 
• Match the SmartBadge ID to the correct user in the Vitalacy Dashboard. 

• Provide basic instructions on how to wear the SmartBadge using the SmartBadge Placement Guide. 

   

Pro Tip: Use SmartBadge assignment sheets during orientation or training sessions to streamline the process.

b. Collect

Badges should be collected when:

• An employee resigns or transfers.
• The SmartBadge is malfunctioning or at end-of-life.
• Annual SmartBadge swaps occur.

c. Reassign

Badges can be reassigned when a user leaves or a new staff member joins.

Steps to reassign:

1. Collect the Badge.

2. Update badge ID with the new user’s info in the dashboard. See image below to locate the SmartBadge ID. 

   

3. Ensure the new user is trained before use.

Need Help?

For bulk user uploads, Badge assignment errors, or questions about best practices, contact Vitalacy Client Success at help@vitalacy.com or reach out to your account representative.

FAQ

Can I reuse a SmartBadge?
Absolutely! You can visit this guide for more information and a walkthrough on how to reuse a SmartBadge: How to Assign, Unassign and Reassign a SmartBadge

What do I do if an employee leaves/joins?
If you have staff leaving or joining your teams, you can contact us at help@vitalacy.com or follow the steps in the How to Assign, Unassign and Reassign a SmartBadge or Adding Staff to the Vitalacy Web App guides. 

How do I request more SmartBadges?
You can reach out to us directly at help@vitalacy.com. 

How should I label my SmartBadges?

It is up to you how you would like to label your SmartBadges, but we do suggest using the first name, last initial format. 

Was this article helpful? Let us know in the comments below!

Contact Support