Memo: 2026 Vacation Requests to be Submitted via Employee Portal

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M E M O R A N D U M

Date: October 1, 2025
To: All Regular HEU Members
From: Staffing
Re: 2026 Vacation Requests to be submitted via Employee Portal
_____________________

Any holiday requests made on paper, email or via voicemail will NOT be approved. Please send all requests via GOLDCARE

First Choice Vacation Requests:

  • 1st choice Vacation Requests must be submitted by November 1, 2025

Second & Subsequent Vacation Requests:

  • 2nd and subsequent Vacation Requests must be submitted by December 1, 2025, this includes ALL remaining vacation hours.
  • A maximum of (5) days may be left unscheduled, BUT must be booked by August 1, 2026 (if not, Staffing will assign, and no changes are to be made)

Please Note:

  •  Staffing requires 14 days’ notice for time off requests.
  • Short notice time off requests (less than 14 days) must be approved by the department Manager. If approved by the Manager please forward to Staffing.
  • ALL 2026 vacation must be taken by December 31, 2026
  • 2026 vacation cannot be carried over and used in 2027.
  • Part time staff please note that vacation hours are approximate. Final calculations will be done at the end of June 2026.
  • Maximum number of staff off on vacation per day will vary depending on department and operational requirements.

 

CANCELLED: Upcoming Change to Sign-In/Sign-Out Process

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MEMO

To: All Menno Home, Hospital & Apartments Staff
Date: September 27, 2025
Subject: Upcoming Change to Sign-In/Sign-Out Process – CANCELLED

There will be no changes to the face scanner signing in and out process at this time.

Continue scanning in as normal without trying to punch in or out.

Thank you for your cooperation.

ComVida Use Paused

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MEMO

To: All Staff
Date: September 26, 2025
Subject: ComVida Use Paused

Dear Staff,

We would like to inform you of a technical issue with Comvida. Because our set-up is unique to Menno Place, Comvida has identified a problem related to the most recent Apple iPhone upgrade. As a result, cross hired staff are not receiving notifications for both sites unless they manually log into each site. To be fair to everyone, we have to pause the use of ComVida until the issue is resolved.

In the meantime, Staffing will manually call out daily single shifts by phone effective September 27, 2025.

Please note:

  • Block bookings will continue to be called out through Comvida, as staff have sufficient time to bid on these shifts.
  • Cross hired staff must log in to each site using the specific login for that location to bid on block bookings.

Thank you to those who brought this issue forward. Your feedback is important and helps us identify and resolve problems quickly.

We will provide updates as soon as ComVida shares a fix.

Duration of Vacant Shift Notifications in ComVida App

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Memo
To: All Staff – Menno Home, Apartments and Hospital
Date: September 23, 2025
Subject: Duration of Vacant Shift Notifications Showing in ComVida App

We’ve heard your feedback! Many staff have raised concerns about seeing too many vacant shifts under the notification screen of the ComVida app and not knowing which ones are new versus old.

To address this, the Staffing Team will now clear out the previous day’s notifications the following afternoon. This will help ensure your notification screen is easier to read and up to date.

Example 1: A shift for September 23, 2025 is posted on September 22, 2025. It will be cleared from the notification screen on the afternoon of September 23, 2025, given it is filled.

Example 2: A shift for September 22, 2025 is posted on September 22, 2025. It will be cleared from the notification screen on the afternoon of September 23, 2025, given it is filled.

Thank you for bringing this to our attention and for continuing to share your feedback as we work together to improve the system.

Block Booking in ComVida

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To: Menno Home, Hospital and Apartments
Date: September 20, 2025
Re: Block Booking in ComVida

The Staffing Team has started offering block bookings through ComVida.

  • You will receive a notification labeled “Block Booking” (see image below).
  • Notifications will only be sent if you are available to work the entire block of shifts.

When you double-click on the block booking notification, you will be able to view the date, time, and unit for each shift included in the block (see example image below).

ComVida Progress Update

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MEMO: ComVida Progress Update
Date: September 19, 2025

We’re now in our second full week of ComVida! Thank you to everyone who has downloaded the app, logged in, and started using it.

Between September 2–16, 2025, together we have:
• Filled 317 shifts across Menno Home, Hospital, and Apartments

Your participation and feedback have been instrumental in shaping improvements and making ComVida a success.

Your Feedback in Action

Based on your comments and questions, we’ve made the following improvements:

  • 30-minute priority window for shift offers that are for the next day to allow more time for staff on site to bid. This will be effective Friday September 19, 2025.
  • Clearer notifications: “You have been awarded a vacant shift” will now confirm successful applicants. This is in the title of the “Assignment Change” notification.

What’s Next

These changes are effective shortly, and we’ll continue to fine-tune the system as we go.

  • Blocks will be sent out using ComVida within the next couple of weeks.
  • Staffing will no longer call the units to offer OT. Staff must bid for OT through ComVida. Staffing will then award it based on the rules of the Collective Agreement.
  • After-hours nurses trained and preparing to use ComVida the week of September 22. No more manual phone calls (or limited calls).
  • Troubleshooting hints/tips are coming your way in a word document for you to save and reference.

Reminder

If you are not yet on ComVida, please contact your Manager as soon as possible for support.

ComVida Instructions are here: ComVida Instructions | the link to download is here: download ComVida | All ComVida memos are here: ComVida Memos

MEMO: Upcoming Change to Sign-In/Sign-Out Process

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To: All Menno Home, Hospital & Apartments Staff
Date: September 17, 2025
Subject: Upcoming Change to Sign-In/Sign-Out Process

In the near future, an update will be made to the face scanners. This update will require staff to physically select “IN” or “OUT” in addition to scanning your face when starting and ending your shift.

How it will work:

Scan your face as normal

Select “CHECK IN” when arriving for your shift, or “CHECK OUT” when leaving your shift.

⚠️ If you do not click “IN” or “OUT”, your face scan will not register.

Tentative Change Dates:

Apartments: September 19, 2025

Home & Hospital: September 26, 2025

Additional reminders and guidance will be provided as the change is rolled out.

Thank you for your cooperation.