📝 Overview
This guide walks you through how to set up System-Level and Location-Level users in ChiroHD and grant appropriate login access to your team members. Each user should have a unique login using their own email address for security and accountability.
Things to Know Before Creating Users
1. System-Level Users vs. Location-Level Users
We will cover how to set up both System-Level Users and Location-Level Users below. Here is the main difference between the two:
System-Level Users:
Can access multiple locations
May be granted permission to manage system settings
Location-Level Users:
Limited to location access only
Set up later under Location Settings > Users
Please refer to our other resources on Understanding User Types & User Setup if you have further questions on which types of users to setup.
2. Key Terms while 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
3. Multi-Location Access and the Training Location
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.
4. Unique email
Each user must have a unique email. Shared emails are not allowed.
Steps to Create a System-Level User
To begin setting up your ChiroHD system, start by creating System-Level User accounts for all individuals who need immediate access to help with the clinic setup.
1. Navigate to User Settings
Log into ChiroHD.
Navigate to your System Dashboard, System Settings, Users, Create New User
Ensure you are logged into the System Dashboard before proceeding.
-If you see multiple tabs, look for one labeled System Settings. If you see that tab, you are in the System Dashboard.
-If you see a calendar, you are in a location view. Click the green box in the top-right corner of your screen to return to the System Dashboard.
For more information about System vs Location click here.
2. Assign a Provider Type
Choose the appropriate role:
Administrative-Only: Access to calendar only (no SOAP notes)
Provider: Access to calendar + SOAP note screen
Medical Assistant: Can transcribe SOAP notes with limited access
3. Enter User Information
First/Last Name
Title/Nickname (optional)
Email Address (unique, used for login)
Phone Number (recommended: personal cell)
✅ Double-check for typos to avoid login issues.
4. Assign Permission Level
Choose one of the following:
System Admin: Full access to settings and all locations
Location Admin (System-Level): Can view dashboard, no access to system settings
Location User (System-Level): Can view dashboard, no settings access
(Call Agent & Reporting Only roles coming soon)
📌 Only users with permissions can assign those permissions to others
5. Assign Specific Permissions
Enable any that apply:
Mobile App – Send invites and configure the app
Edit Schedule – Modify provider calendars
Text Reminder – Edit SMS templates
Insurance – Access billing & insurance settingsUsers Combo
6. Assign Location Access
All Locations – Full network access
Specific Locations – Select multiple
Single Location – Access to one location only
🔁 If selecting "Specific Locations", don’t forget to assign at least one
7. Troubleshooting Checklist
Check email spelling
Verify permission level
Confirm assigned location access
8. Finalizing the Setup
After completing all fields:
Click Save
The user will receive an email with login instructions
Steps to Create 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.
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.
Optional Features to Know About
1. Multi-Factor Authentication (MFA) (Optional)
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
2. Require System Admin to Create Users Feature (Optional)
With this setting enabled, only System Admins will be able to create new users. This option is useful for monitoring or controlling user creation.
Navigate to: System Dashboard > System Settings > System Configuration, Toggle Require System Admin to Create Users.
Please see the following resources for more information on this feature here.
3. Configure Allowed Domains Feature (Optional)
The Domain Restriction feature allows System Admins to specify an email domain unique to their office or franchise. This feature restricts the creation of new users in ChiroHD to those with email addresses matching the specified domain. While optional, this feature enhances security and compliance by controlling who can be added as a user.
Example: If your company uses email addresses with the domain @chirohd.com, you can configure this restriction to ensure that only users with this domain can be created in ChiroHD, thus preventing the use of personal email addresses.
To configure allowed domains:
Navigate to System Dashboard > System Settings > System Configuration.
Enable the option Enable Allowed Domains
Go to the System Settings tab at the top of the page and select Users.
Under Allowed User Domains, click Edit > + Domain.
Enter the desired domain(s) and click Save.
You can add multiple domain restrictions and easily edit or remove them as needed.
🔐 Restricts user creation to approved email domains only
📌 Conclusion
Setting up users at the system level ensures proper access, security, and functionality across ChiroHD. Following these steps ensures that your team is configured correctly for an efficient clinic setup and daily workflow.