Adding and Editing Account Users
Note: The SETUP menu has been renamed to SETTINGS; the Calendars menu has been renamed to Practitioners.
Video Tutorial Transcript
Hi, Damien here from Power Diary. In this video, I’m going to talk to you about how to add users.
So we just go to ‘Setup’, then ‘Users’. The users are different from calendars. Calendars are clinicians, so it controls the schedule, availability, and so forth. The users are people who can access your Power Diary account. So obviously, for each clinician, you would set up a user for them in this interface here. But you might also add additional users so there might be admin team members and so forth that may not see clients or patients. So they don’t need a calendar but they do need access to the system. We would always suggest that you add a unique user for each person who is accessing the system. There are no charges for having extra users. The billing for Power Diary is based on the number of clinicians or the number of the calendars that are active so it doesn’t add to the cost but obviously, from a security point of view and an audit point of view it is definitely better to have each person use their own unique user and I’ll show you how to set that up.
So from the start, when you set up your trial, there will have been created what we call a master user. In this case, and this is obviously just a demonstration account, but we’ve got this James Taff. So I’m just going to click on James and what we’ll see here is James as the master user account, and he has access to all the features. So we don’t see any kind of capacity control over what this particular user account does, because this is usually the person who owns the practice and therefore has master control over everything. This user should really be the person who does own the practice or that is the person in charge and it shouldn’t be something that is shared to the others because this is ultimately a superuser that can do anything in your account. So don’t give out those details as I said, create separate ones. I’m just going to cancel out of that and show you how you add new users.
Creating New Users
So all you do is click on this ‘Add new user’ button here, adding the person’s name, their default calendar. So if they are a clinician, then they have a calendar. Just indicate which calendar is theirs. Enter their name here so we might say so Megan Tallis then here we will put Megan’s email address. We’ll just have this made-up one here [the email address] and this is important because an invitation will be sent to this address to allow them to complete the registration process and set up her own password for future access
Available Features for Users
Then we see this area here called ‘Available features’ and this where you can indicate what you would like Megan to have access to and control exactly what Megan can see and what she can do. I won’t run through each of these in the video because it would take a long time to explain each one but if you look in our help area and look at users, you can get a definition and see what each one does. But very quickly it allows you to control things for instance, about who can set up and configure Power Diary, it can control what elements they can view, all calendars, in the system or perhaps if you don’t want that, you turn it off and it means that they can only see their own calendar. You can control their access to things like session notes or invoices and payments and control access to reports, control access to editing and making certain changes or viewing client correspondence, and so forth. This is really where you get to kind of define what each user is allowed to do in your account so that you stay in control of it, but also able to feel comfortable that these users are only able to do things that you are specifically giving them permission to do. So once you’ve configured that then all you need to do is click the ‘Send invitation email’, they will send that link off to Megan and she will then be able to complete that and Megan will be able to access the system.
If you need to remove a user and make them inactive, all you need to do is go to this list of users and click under this act of here [Active button] and just toggle that across to make them inactive and it will immediately deactivate that user’s account. They will no longer be able to access their system.
Finally, I want to show you how the additional authentication works. So once the users are set up and say, in this case Megan has accepted the invitation and has created a password, you also have the capacity to require two-factor authentication. So, it will be given as an option to make and when she creates or completes the user setup process but as the administrator, you can also require it, so if you want to do that you can actually just flick that on and save. And that means that next time that Megan logs in, she should actually be required to set up two-factor authentication. Ensure that you have that additional level of security if that is something you desire.
Okay, that’s it for this video. Thank you very much for watching!