Users

The Users screen lists the staff members of your organization: everyone who signs in to work with your patients. From here you add new staff and open each person’s record.

Patients are not users. They have their own sign-in and appear on the Patients screen instead.

The list

Each row shows the person’s email address (marked Verified when it has been confirmed), name, medical ID and country. Type in the search box to narrow the list by first or last name. On the Enterprise plan, if you can manage exports, Export Staff List prepares the list in the background; download it from the Exports screen once it is ready.

From a row you can:

• View the person’s record (see User details).
• Delete them from the row’s menu. This deactivates the account: they can no longer sign in, they disappear from the list, every role they held is removed, and they are taken off every location, so patients can no longer book them. Their record and history are kept.

Turn on Show deactivated users to list deactivated accounts instead. From a deactivated user’s row menu, Reactivate lets them sign in again. They come back with no roles and no locations, so assign their roles and locations afterwards on their user record.

The row menu and the switch appear only if you can manage users.

Adding a user

Choose Create User and fill in:

• Account information: the email address the person will sign in with. It cannot be changed later.
• Personal information: first and last name, an optional nickname, and their preferred language.
• Role assignment: the roles that decide what they can do. This section appears only if you can assign roles.
• Contact information: an optional phone number.
• Professional information: the country they work in, the date they joined, and optionally their medical ID, your internal ID for them, and tags.

Then choose Create. The person can sign in with that email straight away.

Adding a user fails, with a message saying why, if the email address already has a sign-in account, if the country isn’t recognised, or if a chosen role or tag no longer exists.

Who sees what

Viewing the list needs a role that allows viewing users.

Seeing who your colleagues are is a separate, narrower permission: the staff directory. It shows a person’s name, photo, phone and medical ID, and nothing else from their record: not their email, internal ID, join date, country, tags or roles. It is what lets doctors, nurses, receptionists and lab technicians see who is on a visit, who works at a location and who signed a document, so the default roles for them hold the directory but not the permission to view users. The directory alone does not open this screen. Adding and deactivating users needs the permission to manage users. Roles and tags can only be set by people who can manage them. Otherwise those fields are hidden or ignored.