📝 Overview
Any user that will be logging into your DaySmart Vet account will need a staff profile. Each profile allows for specific settings, such as the users role, which dictates how much access a user has within the system. Depending on the role, the user will have certain permissions, which can be adjusted.
⚙️ How to Add and Assign Staff Account
This section will cover how to add a new staff profile, and highlight the different fields and options you have.
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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.
Fields in Staff Profile
First Name - Required field
Last Name - Required field
Title - Internal information. Can be used for "Lead Technician" for example (optional)
Role - The role chosen is directly tied to permissions. Administrators have no restrictions. Other roles has pre-set permissions which can be adjusted from the permissions tab in the settings. More on this in the permissions section
Provider - Providers will need this switched to "Yes"
License: Providers can enter their license number, which will transfer to the controlled substance log and can be automatically put on letters using the license variable
DEA - Providers can enter their license number, which will transfer to the controlled substance log and can be automatically put on letters using the license variable
Email (Required Field) - This will serve as the staff members user name whenever they log into the software.
Home through Country fields - Optional fields
After Hours - This allows users to log in at anytime, or limits their access (more on this below)
Timezone - Set to "Default to Clinic Timezone" or select specific timezone as needed
Production Credit - Only available to staff members that are listed as a provider. Production credits are created from the Settings > Configurations > View Production Credits
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. "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.
💡 You can filter and view staff profiles by Status and Role using the drop downs at the top right. You can also search if your staff list is longer to find a specific user.
How to Upload a Staff 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"
🔑 How to Manage Permissions
Permissions control what each staff member can view, add, edit, or delete in your account. They’re tied to one of seven roles—administrator, veterinarian, office manager, technician, receptionist, groomer, or staff. While roles come with pre-set permissions, you can customize them as needed. Multiple staff can share the same role.
Click arrow to learn how to edit roles
Click arrow to learn how to edit roles
Navigate to Settings > Permissions to get started.
The different roles will be shown at the top. Select the role you wish to edit. *Administrator has all permissions and cannot be edited.
On the left, you will select what module you need to edit permissions for in the particular role.
The first permission you will see for every module is wehter the role has access to that module.
In order to turn off or enable a permission, simply click the toggle. If green, the role has that permission.
💡 Use the search bar on the top right to quickly find a specific permissions
📝 How to Set a Staff Signature
Staff members can add a signature on file, enabling it to automatically populate on applicable documents. This is especially useful for providers, as their signature will auto-generate on rabies and vaccine certificates when the record is under their name.
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You can set up a signature for specific staff members to populate on certificates or letter documents (if the document has a signature variable) 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 the edit icon next to signature field
Click "Save" on the top right
💡 Once a provider’s signature is on file, it will automatically appear on any certificate associated with that provider in the patient’s record.
🛠️ How to Reset a Staff's Password
If a staff member forgets their password and needs it reset, any administrator can reset it by following the steps below.
Click arrow to learn how to reset a staff members password
Click arrow to learn how to reset a staff members password
To reset a forgotten password for a staff member, follow the steps below:
Click on "Settings"
Click on the "Staff" tab, and search for the staff member in the search bar
Click the staff members profile and select "Reset Password" on the left. They will be prompted at the login screen to create a new password.
❓FAQs
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Why does each staff member need a profile in DaySmart Vet?
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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.
How do I add a new staff member to my account?
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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.
What are staff roles and how do permissions work?
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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.
Can I set a digital signature for a staff member?
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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.
What happens if a staff member forgets their password?
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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.
What is the ‘After Hours’ setting in a staff profile?
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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.