User accounts are individual accounts for all staff members and Clinicminds users. It’s essential to provide each user with a separate account due to security reasons and future control. As each user account has it’s own unique username and password, losing this information is solved very fast by resetting a specific user account or if needed to delete this account without interrupting other accounts.
To add users open menu > app settings > users > user accounts. Next, click the plus icon (+) in the right upper corner. Add all the relevant information and hit the save button.
Important: To be bookable and scheduled in the calendar, a user must have a practitioner or beautician role. In the user role settings, these correspond to “Schedulable in calendar for medical treatments” (Practitioner) and “Schedulable in calendar for beauty treatments” (Beautician). Working times can only be assigned to users with one of these roles.
An existing staff member cannot be scheduled or access the Staff Planner
If you already have a Clinicminds user account, first distinguish between not being bookable yourself and not having access to the Staff Planner. These are separate issues.
To appear in the planning as a bookable staff member, your account must have a practitioner role for medical treatments or a beautician role for beauty treatments. If you have neither role, you cannot be scheduled yourself or have working times assigned to your account. Ask someone in your clinic with the required permissions to check which role is appropriate for your work.
A practitioner or beautician role makes a user bookable. It does not automatically grant access to the Staff Planner or permission to manage their schedule.
Practitioners and beauticians can manage their planning within their own calendar, for example by adding blocks, only if they have the required permissions. If you cannot perform an action in your own calendar, ask someone in your clinic with the required permissions to check your access rights.
Access to the Staff Planner is a separate permission. A staff member who is neither a practitioner nor a beautician may need Staff Planner access to manage the clinic’s planning without being bookable themselves. If you cannot open the Staff Planner, ask someone in your clinic with the required permissions to check your access rights.
For users who have Staff Planner access and need to manage staff working times, follow Setup Guide: How to manage working times in the staff planner for instructions on managing staff working times and blocks in the Staff Planner.
This concerns scheduling staff in the internal Clinicminds calendar and staff planner. Making a practitioner available for patients to book online is a separate setup process.
Note: As a clinic manager, you’re able to require all users to use two-factor-authentication with Google Authenticator (download via AppStore in iPhone or Android Playstore) to log in to Clinicminds. Two-factor-authentication enhances the security level.
Optional settings
