CLINIC HQ

23.2. Users

HQ includes unlimited users in your HQ Subscription at no extra cost! Here’s how you can set up and manage users and their roles.

Setting Up Users

First you will 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 staff members to perform specific functions and can limit their access elsewhere in the system. 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.

To create a user role, click the + Create Role link and follow the prompts. Most things are self-explanatory, but we cover each permission in detail HERE. 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. You will also want to limit your staff’s ability to cancel your Clinic HQ subscription to only one or two key people.

Add User

Important: Each person should have their own personal and private login. Shared user logins such as “front desk” are highly discouraged. Shared logins can create security risks and keep you from properly tracking what user completed an action in the event of a mistake.

  1. From left hand main menu, click Go to Settings > Users
  2. Click the Create User in the upper right hand corner.
  3. Enter new user’s first and last name.
  4. Enter an e-mail address in the email address field. Note: This email must not be used anywhere else in Clinic HQ and should already be an active, working email. If the email is not yet active, it will bounce and would need to be manually cleared by HQ Support, which takes some time.
  5. Choose user role from the drop down menu.
  6. Select a label from the tick boxes only if one of the duties pertains to the new user.
  7. Make sure status is set to Active.
  8. Click the Setup New User button at the bottom to create the profile.
  9. New user will then be sent an e-mail with a link to set up their password.

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 the user’s 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, follow these 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.