Managing Staff Accounts and Permissions

Managing Staff Accounts and Permissions

Anyone who has access to your account should have his/her own staff account.  This ensures that each person's activity can be appropriately attributed to that individual and that permissions can be tailored to that individual.  Each staff account will be assigned a role, and that role will determine what can (or cannot) be viewed, edited, added, or deleted in your account.  Permissions are therefore a crucial part of securing your account.

Adding and Assigning Staff Account
The process for adding a staff account depends on whether you are adding a new staff member within your allotted subscription amount or if you are expanding the number of users your clinic has. 

If you're upgrading your plan, you will first need to navigate to the "Settings" module, click on the "Subscription" tab, and select "Edit Subscription" to select the appropriate tier to add a new staff account. Once you update your subscription, you can add a new staff account as follows:
  1. Click on Settings
  2. Click on "staff" and select "view staff"
  3. Click on "unassigned staff" (there will be one row for each staff account that you purchased).  You will be redirected to a blank staff profile page.
  4. Complete the form that appears, including by selecting the staff member's role (more on this below).  Please note that the email address has to be unique because it will be used by the employee to log into the account.
  5. Click "save + done"
  6. Click on "reset password" to send the staff member a temporary password.
Managing Permissions 
Permissions determine the level of access a staff member has in your account.  Permissions generally control what a person can view, add, edit, or delete.  Permissions are tied to roles, of which there are seven - administrator, veterinarian, office manager, technician, receptionist, groomer, and staff.  Each staff member will be assigned a role - multiple staff members can share the same role.  The permissions associated with each role are pre-configured for you.  However, you can modify the permissions as you see fit. 

To edit the permissions for a role:
  1. Click on Settings
  2. Click on "permissions"
  3. Click on the edit icon for the role you wish to edit
  4. Click on the module you wish to edit
  5. Check (or uncheck) the permission you want to enable (or disable)
  6. Click on the save icon to save your changes
Anyone assigned an "administrator" role will have complete access to everything in your account.  At least one person must be an administrator.

Logging In After Hours
In addition to permissions set by role, individuals can be locked out of logging into your account by changing the "after-hours" value in that person's profile.  To edit a staff member's ability to log in after-hours:
  1. Click on "Settings"
  2. Click on "Staff" and select the option to "View Active Staff"
  3. Click on the staff member's name
  4. Click on "Edit Profile"
  5. Change the "After-hours" field to permit or deny access
  6. Click "Save + Done"

Setting a staff signature
You can set up a signature for specific staff members to populate on certificates by following the steps below:
  1. Click on "Settings"
  2. Click on "Staff" and select the option to "View Active Staff"
  3. Click on the wheel icon to the right of the staff member's name
  4. Select "Capture Signature"
  5. Have them draw or type the signature in the box that appears
  6. Click "Save + Done"

Resetting an employee's password
To reset a forgotten password for a staff member, follow the steps below:
  1. Click on "Settings"
  2. Click on "Staff" and select the option to "View Active Staff"
  3. Click on the wheel icon to the right of the staff member's name
  4. Click "Reset Password". They should then receive an email with a temporary password to log in
  5. Once they have logged in, they can click the drop-down arrow next to their name in the top right corner of the screen to change their password:

                                          

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