22.2. Users

Setting Up Users

Set up your users and input user roles, which include the ability to manage any task within Clinic HQ.

First, set up user roles, then users. By default, HQ is set up with an “Admin” user role which provides access to all parts of the software.

Add User Role

User roles allow certain staff members to perform specific functions while others cannot. This may be useful for setting up volunteers and providing them with limited access. Our recommendation is that two staff members have access to the Settings section of HQ. This is because so many of your daily functions are tied up in Settings. If a staff member begins turning things on and off, it can produce unexpected problems for your clinic.

Viewing user roles

To create a user role, click the + Create Role link and follow the prompts. Most things are self-explanatory. However, it’s worth mentioning that only allowing a few staff members to remove payments and change pricing is a key anti-theft strategy. This is discussed more in the Accounting chapters.

Adding a user role

Add User

*Each person should have their own personal and private login. Shared user logins such as “front desk” are highly discouraged.

1. Click on Settings link
2. Click on Users link from left hand main menu
3. Click the <+Create User> link in the upper right hand corner
4. Enter new user’s first and last name
5. Enter an e-mail address in the email address field
6. Choose user role from the drop down menu 
7. Select a label from the tick boxes only if one of the duties pertains to the new user.
8. Make sure status is set to Active
9. Click blue Setup User button at the bottom to create the profile
10. New user will then be sent an e-mail with a link to set up their password

!Caution: Some clinics will set up users in Clinic HQ before they’ve actually set up an email for the user. Make sure that your new staff member has a working email before clicking “Setup User” to avoid a bounced email. We cannot tell you the number of times this has caused an issue. Once an email has been flagged as not good (by being bounced), we have to manually go in and change the status of that email which can take some time. Make triple sure your new employee has an email that works before setting them up as a user.

Allowing admin roles for users

Viewing and editing user roles

*More on this topic: Once a user is set up, a setup email is generated.
If you set up a new user and they don’t receive the email, check their spam folder. If they still don’t receive the email, open a help ticket in Clinic HQ and include your first name, last name, and the email address that you’re using for setup.

Disable or Delete a user

To disable or delete a user, you should follow the next steps:

1. Go to Settings > Users
2. Press the Edit button on the user you wish to disable or delete
3. On the Status dropdown menu select “Disabled” or “Deleted”
4. Press Save

Disabling will prevent users from logging in but not erase their login information.
Deleting will prevent the user from logging in and disassociate their user profile from your clinic.

Update the status for users who should not have access to your clinic.