In a clinic or business, you will often find you have multiple employee's having different duties, and performering a variety of tasks. And these employee's tend to require different access rights
In this article you can read about how to create employee profiles for your employees and create permission groups for the different types of function your employee's might fill.
This way, each employee will only have access to the information that is relevant to them. You can create as many users as you want and assign access to what they can and cannot see.
We've made this introduction video to the "Employees"-app, to get you started:
Activating the "Employees"-app
To activate the "Employees"-app, go to Apps and find 'Employees' under the 'Essential apps' category.
When you activate the app, you will be asked if you want to use any of our predefined permission groups to get you started. Select the groups you think are relevant for your clinic and click activate.
Once activated, you will have the option to click the "User Management" button. This will take you to the page where you can create your employees.
You can also always find it under Settings > User administration.
Here you can find an overview of your created employees and you can see who the account owner is.
Setting up Persmission groups
Before you start creating employees, we recommend you create permission groups for the functions they will perform.
Go to the 'Groups'-menu and click on an existing group or click Create group. You will now see options to name the group and customize the permissions for the group:
The permissions 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 expand them, showing all the permissions you can set within that specific area.
Example: In the ‘Client’ permission 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.
The permission areas you can setup will depend on which apps you have enabled in the system.
Setting up an employee account
To create a new employee account, press the Create user button. A new window will open. Here you will be able to specify: Image, Name, Email, Phone, Occupation, Calendar, and which permission groups the employee should be a part of. You can select multiple groups if the employee handles several different functions.
REMEMBER: We offer employee accounts for receptionists and accountants who are not also practitioners for free. Therefore, it is important to choose the right profession under Occupation.
This option is only available if you have been changed over to our new pricing model we are introducing in 2025. If you are still on the old version, you will be automatically changed over with your next renewal, or you can contact our support to be moved over earlier.
Client access (Settings)
Once you have created your employees, you can choose what access they should have when new clients sign up or book an appointment. This setting can be found under Settings > User Management > Settings.
What can an employee do in the system?
An employee account can do pretty much everything the account owner can do, depending on what they have been granted access rights to. If they have been granted access rights to edit "Settings", they will be able to change virtually all settings, both subscription and employee settings.
Therefore, make sure to only give this access to users who should have full administrator access.
However, an employee can never change their own rights or the account owner's access, and they cannot view activity logs in client journals. This is only possible for the account owner.
How do you assign clients to your employees?
You can manually assign a client to an employee when creating an appointment. When you create a new appointment with a client, there will be a dropdown menu with your employees. Here you can select the employee you want to assign to the client.
If you don't want to do this manually, it can also be done through Online Booking. You do this by making your employees' calendars available to clients. This is done under Settings > Online Booking > Available times. Here you will be able to see and choose from all created calendars.
If you make a calendar available, clients will be able to book directly in your employee's calendar. This way they will automatically be attributed to the given employee.
How can I disable/delete an employee?
The “Employees”-app also includes a feature that allows you to disable employees and prevent them from logging in. You can find the button for this when editing an employee (Settings > User management > Click on the relevant employee).
When you click disable, the employee is immediately logged out of the system and cannot log in until they are enabled again. The button above will then be called Enable.
None of the employee's data is deleted when they are disabled. You will not be charged a subscription fee, for disabled accounts.
NOTE: Disabling an account is recommended if you don't want to pay for an employee anymore, but still want the employee account in the system. You can also delete the employee via the Delete button. This deletes the employee but retains the employee's calendar and the appointments in it.
FAQ
How do my employees get notifications about new bookings?
How do my employees get notifications about new bookings?
If you want to set up notifications for new bookings for your employees, this can be done under Settings > Email and SMS > Client appointments. Read more about this in our guide to Email and SMS
What happens to the permissions I gave my employees before User Management existed?
What happens to the permissions I gave my employees before User Management existed?
Your existing employees will not experience a change in their permissions - the already existing settings will remain as they are. If you as the main user have already assigned specific permissions 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 permissions will change if you:
Add them to a new group.
Change the permissions for their assigned permission group.
It's always a good idea to review the permissions on the groups created in the system to see what the new settings look like and to check if any permissions need to be updated.
My users have different permissions for individual calendars - how is this managed?
My users have different permissions for individual calendars - how is this managed?
Permissions for 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 permissions will also be transferred.
You will be able to see and double-check these permissions by going to ‘Settings’ > ‘User management’, go to the ‘Users’-menu and click on an employee. Then select ‘Calendars’ tab:
Even if a user is supposed to have access to a specific calendars, which the rest of the group should not, you will still be able to manage this individually.
What happens if a user is not assigned to a group?
What happens if a user is not assigned to a group?
If a user does not have a permission group assigned, they will have very limited access. We recommend that you always assign a group to your users to ensure they have the right permissions.
Is there a limit to how many permission groups I can create?
Is there a limit to how many permission groups I can create?
No, there is no limit to the number of permission groups you can create. You can create as many groups as you need to ensure that all your employees have the necessary permissions to do their jobs.