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.

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. "Can log in after hours" allows the user to log in at anytime.

"Cannot log in after hours", limits the user to 15 minutes before the clinic opens and 15 minutes after the clinic close to log in. This is based on the set clinic hours in the settings.

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:

When a staff member is no longer with your clinic, you will need to deactivate this staff account. To do so. navigate to Settings > Staff. To the right of the staff member, select Deactivate.

If the staff member has any outstanding tasks, you will have to choose who to assign the task to from the dropdown of other staff members.

Click Deactivate to complete the process.

If a staff member needs to be reactivated, for example a staff member coming back from parental leave, you can do so from the Status button. Select Inactive to show all inactive staff accounts.

Click the Reactivate option to the applicable staff and confirm by selecting the Reactivate button.

Schedule
- Can access the Schedule module?
- Can view multiple staff member calendars?
- Can export schedule?

​Appointments
- Can create appointments?
- Can edit appointment?
- Can cancel appointment?
- Can check in appointment?
- Can check out appointment?
- Can undo checked in appointment?

​Treatment board
- Can view treatment board?
- Can start treatment?
- Can end treatment?
- Can add activity?
- Can edit activity?
- Can delete activity?

​Boarding
- Can view boarding schedule?

- Can create new reservation?
- Can edit reservation?
- Can check in reservation?
- Can check out reservation?
- Can undo check in?
- Can cancel reservation?
- Can print reservation list?
- Can email reservation list?
- Can print boarding form?

​Reminders (Schedule)
- Can view reminders?
- Can create new reminder?
- Can edit reminder?
- Can complete reminder?
- Can assign reminder as task?
- Can delete reminder?
- Can send bulk reminders?
- Can resend single reminder?

​Tasks
- Can view all tasks?
- Can edit all tasks?
- Can reassign all tasks?
- Can delete all tasks?

​

Patients

- Can access the Patient module?
- Can create new patient profile (manually)?
- Can edit patient profile?
- Can delete patient record?
- Can upload patient photo?
- Can change patient status?
- Can merge patient?

​Certificates
- Can view patient certificates?
- Can email patient certificates?
- Can print patient certificates?

​Files (Patients)
- Can view patient files?
- Can email patient files?
- Can print patient files?

​Precautions (notes)
- Can view precautions?
- Can create new precaution?
- Can edit precaution?
- Can delete precaution?

​Reminders (Patients)
- Can view reminders?
- Can create new reminder?
- Can edit reminder?
- Can mark reminder as complete?
- Can assign reminder as task?

- Can delete reminder?

​Records
- Can view records?
- Can create new record?
- Can edit record?
- Can delete record?
- Can lock medical note?
- Can email medical note?
- Can print medical note?
- Can delete medical note?
- Can view amendment?
- Can create amendment?
- Can edit amendment?
- Can delete amendment?
- Can preview result of unassigned labs?

​Owners
- Can view owners?
- Can assign new owner?
- Can delete owner assignment?

​Attachments (Patients)
- Can view attachments?
- Can upload attachment?
- Can edit attachment?
- Can delete attachment?

​Communications (Patients)
- Can view communications?

- Can create new communication?
- Can update communication?
- Can delete communication?

​Letters (Patients)
- Can email letters?
- Can print letters?
- Can lock letters?
- Can view letters?
- Can create new letters?
- Can edit letters?
- Can delete letters?

​Wellness plan
- Can view wellness plans?
- Can enroll patient in wellness plan?
- Can edit wellness plan?
- Can remove patient from wellness plan?

Clients
- Can access the Client module?

​Client profiles
- Can create new client profile?
- Can edit client profile?
- Can delete client profile?
- Can upload client photo?
- Can merge client?

Patient assignment
​- Can view patient assignments?
- Can assign patient to client?
- Can delete patient assignment?

​Billing history
- Can view billing history?

​Attachments (Clients)
- Can upload attachment?
- Can edit attachment?
- Can delete attachment?

​Communications (Clients)
- Can view communications?
- Can create new communication?
- Can update communication?
- Can delete communication?

​Reminders (Clients)
- Can view reminders?
- Can create new reminder?
- Can edit reminder?
- Can delete reminder?

​Letters (Clients)
- Can email letters?
- Can print letters?
- Can view letters?
- Can create new letters?
- Can edit letters?

- Can delete letters?

​Payment method
- Can view payment methods?
- Can add payment method?
- Can update payment method?
- Can remove payment method?

​Notes (Clients)
- Can view notes?
- Can create new notes?
- Can edit notes?
- Can delete notes?

Contacts
- Can access the Contact module?
- Can create new contact?
- Can edit contact?
- Can delete contact?
- Can assign a company to a contact?

​Companies
- Can create new company?
- Can edit company profile?
- Can delete company?
- Can assign a contact to a company?
- Can delete a contact assignment?

​Notes (Contacts)

- Can view notes?
- Can create new notes?
- Can edit notes?
- Can delete notes?

Billing
- Can access the Billing module?

​Estimates
- Can create new estimate (manually)?
- Can edit existing estimate?
- Can delete estimate?
- Can approve estimate?
- Can convert estimate?
- Can duplicate estimate?
- Can add item?
- Can edit item?
- Can delete item?
- Can decline item?
- Can reinsert declined item?
- Can email estimate?
- Can print estimate?
- Can update item price?
- Can update item discount?
- Can send sms?

​Invoices

- Can create new invoice (manually)?
- Can edit existing invoice?
- Can delete invoice?
- Can add item?
- Can edit item?
- Can delete item?
- Can decline item?
- Can reinsert declined item?
- Can apply credit?
- Can email invoice?
- Can print invoice?
- Can sms invoice?
- Can edit invoice status?
- Can update item price?
- Can update item discount?
- Can mark invoice as paid?

​Payments
- Can record payment?
- Can edit payment?
- Can delete payment?
- Can resend receipt of payment?

​Credits
- Can create new credit?
- Can edit credit?
- Can delete credit?

​Returns

- Can create new return?
- Can edit return?
- Can post return?
- Can delete return?
- Can email return?
- Can print return?

​Refunds
- Can create new refund?
- Can edit refund?
- Can approve blind refund?

​Write offs
- Can create new write off?
- Can edit write off?
- Can delete write off?

​Cash
- Can create new reconciliation?
- Can edit reconciliation?
- Can delete reconciliation?

​Inventory
- Can access the Inventory module?
- Can bulk update inventory?
- Can create new inventory item?
- Can update existing inventory item?
- Can delete inventory item?

- Can merge inventory item?

​Quick edit
- Can view quick edit?
- Can edit using quick edit?

​Alerts (Inventory)
- Can view alerts?

​Purchase order
- Can view order?
- Can create order?
- Can submit order?
- Can edit order?
- Can delete order?
- Can add item into order?
- Can edit item?
- Can delete item?

​Purchase order receipt
- Can view receipt?
- Can create receipt?
- Can edit receipt?
- Can delete receipt?
- Can add item?
- Can edit item?
- Can delete item?

​Inventory item (Purchases)
- Can create new purchase?
- Can update existing purchase?

- Can delete purchase?

​Action
- Can view new actions?
- Can create new action?
- Can update existing action?
- Can delete action?

​Price tier
- Can view price tiers?
- Can create new price tier?
- Can update price tier?
- Can delete price tier?

​Inventory category
- Can create new inventory category?
- Can update existing inventory category?
- Can delete inventory category?

Reports
- Can access the Report module?
- Can export report?

​Schedule reports
- Can view Referral Source Summary?
- Can view Sales By Appointment Type?
- Can view Appointments By Status?
- Can view Total Client Appointments?
- Can view Visit Summary?

- Can view Pending Appointment?
- Can view AppointmentLog?
- Can view Appointment Duration?

​Patients reports
- Can view Active Engaged Patient?
- Can view Decease Patient List?
- Can view Diagnosis Summary?
- Can view In Process Medical Notes?
- Can view Inactive Patient List?
- Can view New Patients?
- Can view Patient Birthdays?
- Can view Patient List?
- Can view Rabies Summary?
- Can view Species Distribution?
- Can view Total Patients?

​Clients reports
- Can view Active Client List?
- Can view Active Clients Summary?
- Can view Active Engaged Client?
- Can view Cards Stored On File?
- Can view Inactive Client List?
- Can view Lapsed Clients?
- Can view New Clients?
- Can view New Engaged Clients?
- Can view Total Billed And Collected By Client?
- Can view Total Clients?

- Can view PetCare Client Engagement?

​Communications reports
- Can view Email And SMS Reminders Sent?
- Can view Reminders Created?
- Can view Reminders Detail?
- Can view Failed Emails?

​Contacts reports
- Can view Referred Patients By RDVM?
- Can view Referring Doctors By Clinic?
- Can view Referring Veterinarians List?

​Inventory reports
- Can view Best Selling inventory items?
- Can view Controlled Substances Log?
- Can view Inventory Alerts?
- Can view Inventory Summary?
- Can view Items By Price Type?
- Can view Profit Margins?
- Can view Purchases From Supplier?
- Can view Sales By Category?
- Can view Sales By Item?
- Can view Inventory Adjustments?
- Can view Inventory Value / Cost of Goods Sold?
- Can view Unique Dispensing Log?
- Can view Inventory Log?

​Billing reports
- Can view Account Receivable Reconciliation?

- Can view Accounts Receivable?
- Can view Accounts Receivable Out of Period Sales?
- Can view Annual Billing Comparison?
- Can view Average Client Transaction?
- Can view Billing Detail?
- Can view Daily Cash Reconciliation?
- Can view Daily Collections Detail?
- Can view End of Day Detail?
- Can view Declined Items?
- Can view Discounts Details?
- Can view Discounts Summary?
- Can view Donations Details?
- Can view End Of Day Reconciliation?
- Can view Monthly Billing Summary?
- Can view Monthly Payments Summary?
- Can view Out Of Period Adjustments?
- Can view Returns?
- Can view Sales By Provider (Detail)?
- Can view Sales By Provider (Summary)?
- Can view Sales Tax Summary (excluding Write-offs)?
- Can view Transaction By Provider?
- Can view Charitable Fund Summary?
- Can view Production Credit By Sales?
- Can view Production Credit By Payments?
- Can view Write Off?

​Staff reports

- Can view Completed Tasks?
- Can view Deleted Transactions?
- Can view Open Tasks?
- Can view Task Summary?
- Can view Time Sheets?

​Wellness plans reports
- Can view Billing Transactions?
- Can view Enrollment Detail?
- Can view Enrollment Summary?
- Can view New Enrollments?
- Can view New Enrollments By Staff?
- Can view Wellness Plan Production?
- Can view Wellness Plan Production Summary?

​Scheduled reports
- Can view scheduled reports?
- Can create scheduled reports?
- Can edit scheduled reports?
- Can delete scheduled reports?

Settings (module access)
- Can access the Settings module?
- Can edit clinic profile?
- Can upload clinic logo?
- Can delete account?

​Staff

- Can view existing staff account?
- Can edit existing staff account?
- Can delete staff account?
- Can reset account password?
- Can change after office hour settings?
- Can change staff production credit?
- Can add staff account?

​Permissions
- Can update permissions for roles?

​Rooms
- Can create new room?
- Can edit existing room?
- Can delete room?

​Settings (accounts)
- Can update accounts settings?

​Add-ons
- Can update add-ons?

​Subscriptions
- Can purchase new subscription?
- Can view payment method?
- Can add payment method?
- Can update payment method?
- Can remove payment method?

​Addresses
- Can add new address?
- Can edit existing address?

- Can delete existing address?

​Time clock
- Can add time sheet?
- Can edit time sheet?
- Can delete time sheet?

​Payment type
- Can add payment type?
- Can edit payment type?
- Can delete payment type?
- Can suspend payment type?
- Can reactive payment type?

​Marketing campaign
- Can add marketing campaign?
- Can remove marketing campaign?

​Device
- Can update device?

​Discounts
- Can create new discount?
- Can edit discount?
- Can delete discount?
- Can apply discounts?

​Email defaults
- Can edit email default?

​Schedule columns
- Can view schedule columns?
- Can create schedule column?

- Can edit schedule column?
- Can delete schedule column?

​Production credit
- Can view production credit?
- Can create production credit?
- Can edit production credit?
- Can delete production credit?

​Appointment type (settings)
- Can create appointment type?
- Can update appointment type?
- Can delete appointment type?

​

Inbox
- Can view inbox?
- Can start conversation?
- Can respond conversation?
- Can close conversation?
- Can delete conversation?

Every user logging into DaySmart Vet must have a staff profile. Profiles determine each user's role and associated permissions, which control what they can view, add, edit, or delete within the system.

To add a new staff member, navigate to Settings > Staff and click "New Staff." If you've reached your user limit, update your subscription first under Settings > Subscription > Edit Subscription. Each staff profile requires a unique email address, which serves as the login username.

Staff roles—such as administrator, veterinarian, technician, and more—come with pre-set permissions. These define access levels across the platform and can be customized under Settings > Permissions, except for the Administrator role, which has full access by default.

Yes, staff members can upload a signature that automatically populates on applicable documents. For providers, this is especially useful, as their signature will auto-fill on rabies and vaccine certificates linked to their name.

An administrator can reset a staff member’s password by going to Settings > Staff, selecting the profile, and clicking “Reset Password.” The staff member will then be prompted to create a new password at login.

The After Hours setting allows you to control when a staff member can log into the system. You can permit access at any time or restrict it to specific hours, depending on your clinic’s policies.