Adding and Assigning Staff Account
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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". Here you can select the appropriate number of users to add new staff account(s) and see what the updated cost per month will be. Once you update your subscription, you can add a new staff account as follows:
Click "Settings"
Click "Staff"
You will see a listing of currently active staff profiles.
In the upper left, click "New Staff" (You will also be able to see how many unused profiles are currently available next to this button)
Complete the form that appears, including 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 and receive password resets.
Click "Save + Done"
Click "Reset Password" to send the staff member a temporary password.
You can filter and view staff profiles by Status and Role using the dropdowns at the top right. You can also search if your staff list is longer to find a specific user.
Managing Permissions
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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:
Click on "Settings"
Click on "Permissions"
Select the role you wish to edit across the top of the Permissions screen
Select the module you wish to edit at the left
Use the toggles to enable (or disable) permissions for that role
Changes save in real time as you toggle each permission on/off. You can see when changes were last made in the upper right corner.
You can use the search bar at the top to find specific permissions. Searching for "Edit" will filter and show all permissions with the word edit in them for example.
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
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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. Follow the below steps to edit that permission, or click here for more details:
Click on "Settings"
Click on "Staff" and select the option to "View Active Staff"
Click on the staff member's name
Click on "Edit Profile"
Change the "After-hours" field to permit or deny access
Click "Save + Done"
Setting a staff signature
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You can set up a signature for specific staff members to populate on certificates by following the steps below:
Click "Settings"
Click on "Staff", you will be shown a list of active staff profiles by default
Click "Edit" to the right of the staff member you wish to modify
Click in the profile photo area at the left of the screen
Select the image you wish to use
Click "Save"
Alternatively, users can set this themselves, by following these steps:
Click on "Settings"
Click on "Staff" and select the option to "View Active Staff"
Click on the wheel icon to the right of the staff member's name
Select "Capture Signature"
Have them draw or type the signature in the box that appears
Click "Save + Done"
Uploading a Profile Image
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A staff members initial or profile picture will be shown in the upper right corner of the application when logged in. To upload or change a profile photo:
Click on the small circle showing their initials or profile photo in the upper right of the screen
Click "My Profile"
Click in the profile photo area at the left of the screen
Select the image you wish to use
Click "Save"
Resetting an employee's password
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To reset a forgotten password for a staff member, follow the steps below:
Click on "Settings"
Click on "Staff" and select the option to "View Active Staff"
Click on the wheel icon to the right of the staff member's name
Click "Reset Password". They should then receive an email with a temporary password to log in
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: