User Management

Admin only feature.

Add User

Settings → Users → Add New

Required fields:

  • Full name
  • Email address
  • Role (admin, staff, or referrer)
  • Clinic assignment

Optional:

  • Phone number
  • Department
  • Notes

Click “Create User” to send invitation email.

User Roles

Admin

Everything staff can do, plus:

  • Add/remove users
  • View audit logs
  • Change system settings
  • Manage form templates
  • Access multi-clinic data (if superadmin)

Staff

Day-to-day operations:

  • Add patients
  • Assign forms
  • Review submissions
  • Generate AI summaries
  • Approve/reject intakes
  • View audit logs for their actions

Referrer

View-only access:

  • See patient list
  • View submissions
  • Cannot create, edit, or delete

Edit User

  1. Go to Users list
  2. Click user name
  3. Click “Edit”
  4. Update fields
  5. Save changes

Changes take effect immediately.

Change User Role

  1. Edit user
  2. Select new role from dropdown
  3. Save

User’s permissions update on next login.

Deactivate User

Rather than deleting users (audit trail requirement), deactivate them:

  1. Edit user
  2. Toggle “Active” to off
  3. Save

Deactivated users:

  • Cannot log in
  • Appear in audit logs
  • Data is preserved
  • Can be reactivated later

Reset Password

User forgot password:

  1. Go to Users list
  2. Click user name
  3. Click “Reset Password”
  4. User receives email with reset link

Or user can self-reset from login page.

View User Activity

See what a user has been doing:

  1. Go to System → Audit Logs
  2. Filter by user
  3. See all their PHI access

Useful for:

  • Compliance audits
  • Training evaluation
  • Security investigations

Multi-Clinic Access

For organizations with multiple clinics:

Standard Users: See only their assigned clinic Superadmin: Can switch between clinics or view all

Bulk User Import

Coming soon.

For now, add users one at a time or contact dev team for bulk import from CSV.