For an in-depth explanation of different user types, please refer to our detailed video on the subject. This article will focus on location-level users and their permissions.
What is a Location-Level User?
A location-level user is someone who has access to one or more specific locations, but does not have access to system-level settings or the System Dashboard.
Creating a Location-Level User
Follow these steps to add a new location user:
Navigate to your Live Location > Settings > Users.
Click Create New User.
Choose the appropriate Provider Type based on the user’s role:
Provider Types grant access to SOAP notes
Admin Only roles do not have access to SOAP notes
To enable a calendar, choose a provider type that aligns with the appointment types they’ll be scheduled for.
Important: System-level users cannot have a calendar enabled. If you’re a single-location provider with system-level access but need a calendar, create a separate location-level user without a login, but with a calendar enabled.
Key Reminders When Creating Users
New users default to System Admin – always verify and change to Location Admin if needed.
Providers must have appointment types that match their provider type for scheduling compatibility.
SOAP notes access is only granted if the user is set up as a provider.
Multi-Location Access
For practices with multiple offices:
Users can be granted access to one or multiple locations.
For single-office practices, it's helpful to grant access to the training location so users can safely practice workflows without affecting live data.
Managing Users in the System
User Status Indicators
Active Users – Enabled and accessible in the system
Calendar Users – Have a calendar enabled for scheduling
Inactive Users – Deactivated accounts that retain user history
User Login Management
Revoke Login – Removes login access but retains user data
Resend Invite – Resends login setup email for pending users
Deactivate User – Removes access and optionally reassigns appointments to another provider
Multi-Factor Authentication (MFA)
To enhance security, especially for users with multi-location access, we recommend enabling MFA.
How to Enable MFA:
Go to User Profile > Permissions
Toggle MFA to True
The user will receive a text verification code during login
NOTE: If you have further questions about User Types and Permission, please see our other Resources on these related topics.
📌 Key Takeaways
System-Level Users: Cannot have calendars; intended for high-level access and settings management.
Location-Level Users: Can have calendars; restricted from system-level settings.
Admin vs. Provider Roles: Ensure correct setup for SOAP note access and appointment compatibility.
Multi-Location Practices: Grant training location access to support onboarding.
MFA: Strongly recommended for enhanced login security.