User management: FAQ

Going forward, you will need to go to the 'Groups' menu to change access rights. A group will have been created automatically for each of your employees.

Go to the 'Groups' menu and click on an existing group or click 'Create new group'. You will now see options to name the group and customize the access rights:

The access rights will be divided into different areas/categories that will hopefully make it even easier for you to find the right settings.You can click on each area to see the specific settings within each area.

Example: In the 'Clients' rights area, you can choose to what extent (view, edit, delete, or no access) your employees should have access to either their own or all clients, invoices and journals:

Once you have selected the desired rights, just remember to select Save. This will update the access rights of the employee(s) associated with the group. You can also add new users to the group to give them the same access rights.

Your existing employees will not experience a change in your access rights - the existing settings will remain as they are. If you as the main user have already assigned specific rights to individual users, these rights will continue to apply until you decide to update or change them using the new user management.

This means that your employee's rights will change if you:

It's always a good idea to review the access rights on the groups created in the system to see what the new settings look like and to check if any rights need to be updated.

Access rights to calendars can still be managed individually for each employee.

Example: If you have ten different calendars and have chosen very specifically which calendars your employee should be able to view, edit or not have access to, these individual rights will also be transferred.

You will be able to see and double-check these rights by going to 'Settings' > 'User management', go to the 'Users' menu and click on an employee. Then select 'Calendars':

Even if a user has a specific calendar access that is not the same for the whole group, you can still manage this individually.

Inside the user's group settings, they must have access to their own calendars if they are to have these individual calendar accesses. Alternatively, you can give a group access to all calendars - see the next point for more information on this.

This introduction of the User management menu is primarily a change in the way access rights are grouped - and of course the fact that you can now create groups.

More types of access rights will be introduced on an ongoing basis and we will update you in the system when such updates are made. When new access rights are introduced, you as users will always have to manually assign them to your employees before they can be used.

Below are the individual changes that have been introduced with the User Administration menu:

Access to all calendars:

Access rights to calendars are still managed via the specific calendars that your users have access to. However, if you want to give an employee general access to all calendars, this is also possible.

You can choose to give a group access to view or edit all calendars. This way, employees in the group will be able to see all calendars in the system - even if a new employee is created later and this employee gets a new calendar. So if you have new employees in the clinic on an ongoing basis and perhaps have one or more secretaries who need access to all calendars, you can set the secretary group to have access to all calendars. The secretary will then automatically have access to every new employee's calendar.

Access to own invoices:

It is possible to select that an employee should only have access to their own invoices. This is done under 'Groups' by clicking on the group you want to change and clicking on the 'Clients' category. Then select that the group should only be able to edit and/or view invoices and select 'Own' under 'Scope'.

Yes, you can change a user's group at any time. This means that you can customize rights and access when employees get new responsibilities or change groups. When you change a user's group, their rights are automatically updated according to the new group.

If a user does not have a group assigned, they will have limited rights or they will not have access to the features needed to work efficiently. We recommend that you always assign a group to your users to ensure they have the right access rights.

No, there is no limit to the number of groups you can create. You can create as many groups as you need to ensure that all your employees have the necessary access rights.

A video walkthrough will be added to this functionality soon.