Managing Users

User accounts are used to log in to the system. Each account has individual settings, roles, and privileges that you can use to grant users access to the system. You can use the Manage Users module to view, edit, and create user accounts. 

To access the Manage Users module, open the Security module, then select Manage Users. 

Searching for Users 

After opening the Manage Users module, a list of all users will display. Each user’s Username, Last Name, First Name, and Last Name is listed. 

1. Open the Filters to enter search criteria. 

 

2. 2. From here, you can enter any needed filters including Username, Last Name, or First Name. Use the CLEAR button if you need to remove all filters, otherwise use APPLY FILTERS to search for the matching users. 

 

Editing/Viewing Users 

To view or edit a user’s profile, select their username from the list. 

The user’s profile includes sections for Username/Email, Roles, Privileges, Clients, Employees, and Supervisors sections. If you make any changes, use the SAVE CHANGES button to update the profile. 

 

Account Lock 

User accounts can be locked or unlocked. You can manually lock an account if the user will be unavailable for an extended period, Accounts can also be locked by the system after unsuccessfully trying to log in to the system too many times.  

To lock or unlock an account, select the Locked toggle switch to the appropriate position. 

      

User Roles 

User Roles are groups of Privileges that grant permission to functions and modules within the system. User Roles can be edited under Manage User Roles. 

The Available Roles column shows all roles that can be assigned to a user. Assigned Roles shows the roles that are assigned to the user.  

To add or remove User Roles, select the roles from either column, then use the arrow buttons to move roles between the Available Roles and Assigned Roles columns. If needed, you can assign multiple roles to a user. This will grant access to all privileges included in every role on their profile. 

Privileges 

You can use Privileges to grant permission to functions and modules within the system. For example, the ability to access reports or to add new clients can be managed through Privileges.  

The Available Privileges column shows all privileges that can be assigned to a user. The Assigned Privileges column shows the Privileges that are assigned to the user. 

To add or remove Privileges, select Privileges from either column, then use the arrow buttons to move the Privileges between the Available Privileges and Assigned Privileges columns.  

 

Note: Best practice is to assign User Roles wherever possible instead of Privileges. Privileges may change over time and must be updated for all users with that privilege. Using User Roles allows the role to be updated to grant a Privilege to all users with a Role. 

Clients 

Consumer directed and non-agency accounts can assign individual clients to users. The Available Clients column shows all clients that can be assigned to a user. The Assigned Clients column shows the clients assigned to the user. 

To add or remove clients, select the clients and use the arrow buttons to move them to the matching column. 

 

Employees 

You can assign individual employees to users. The Available Employees column shows all employees that can be assigned to a user. The Assigned Employees column shows the Employees assigned to the user. 

To add or remove employees, select the employees, then use the arrow buttons to select move them to the matching column. 

Supervisors 

When no-show alerts are enabled, users receive alerts for the clients of all assigned supervisors. 

You can assign individual supervisors to users. The Available Supervisors column shows all supervisors that can be assigned to a user. The Assigned Supervisors column shows the Supervisors assigned to the user. 

To add or remove supervisors, select the supervisors from either column, then use the arrow buttons to select move them to the matching column. 

 

Creating a New User 

If you need to grant access to the system to a new employee, you will need to create a new user in the system. 

Note: To avoid creating duplicate users, the best practice is to search for users before creating new users. 

1. Select the CREATE USER button. 

 

2. 2. Enter the new user’s email address in the Username/Email field and confirm the email address in the Username/Email Confirmation field.  

3. 3. Enter the user’s Last Name and First Name. 
4. 

4. 4. Complete the user’s profile with the appropriate Roles, Privileges, Clients, Employees and Supervisors as needed. 

5. 5. Use the CREATE USER button to save the new user profile.