Understanding User Types
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.
Location-Level Users
A location-level user is a user who has access to one or multiple locations but does not have access to system-level settings or the system dashboard.
Creating a Location User
To create a location-level user:
Navigate your live location > Settings > Users.
Click Create New User.
Select the appropriate Provider Type based on their role.
If the user needs access to SOAP notes, they must be labeled as a provider.
If the user is Admin Only, they will not have access to SOAP notes.
If the user requires a calendar, ensure that the appropriate Provider Type matches the appointment types they need access to.
Note: A System-Level User cannot have a calendar enabled. If you are a single clinic provider with system-level access but also need a calendar, you must create a separate location-level user without a login but with a calendar enabled.
User Types & Permissions
In this article, we’ll explore everything you need to know about user types and permission settings - 📌 View Article 📌
Important: The system defaults new users to System Admin. Make sure to change this to Location Admin if needed.
Provider Users
A provider’s appointment types must match their provider type for scheduling compatibility.
Providers can be set up with SOAP notes access.
Managing Multi-Location Access
If you have multiple offices, users may be granted access to one or multiple locations. For single-office setups, it’s recommended to grant access to all locations, including the training location, so users can practice without affecting live data.
Managing Users in the System
User Status Indicators
Active Users: Users currently enabled within the system.
Calendar Users: Users with an enabled calendar.
Inactive Users: Users who have been deactivated.
Managing User Logins
Revoke Login: Disables a user’s access but retains their record in the system.
Resend Invite: Indicates a user has not yet set up their login.
Deactivating a User: Removes access and transfers appointments to another provider if necessary.
Advanced Settings: Multi-Factor Authentication (MFA)
MFA adds an additional layer of security for user logins by requiring a verification code sent via text. It is highly recommended for users with access to multiple locations.
To enable MFA for a user:
Navigate to User Permissions.
Toggle MFA to True.
Key Takeaways
System-Level Users: Cannot have calendars enabled.
Location-Level Users: Can have calendars but cannot access system settings.
Admin vs. Provider Roles: Ensure the correct provider type for SOAP notes and appointment scheduling.
Multi-Location Access: Consider granting training location access.
MFA for Security: Recommended for users with multi-location access.
For additional guidance, refer to our videos on provider settings and calendar management.