Adding and Editing Users and Setting Access Permissions

Users are staff or other people that you provide access to your Power Diary account.  To maximize security it is best to provide unique usernames and passwords for each person who will be accessing your account.  You can have an unlimited number of users for free.  What each user can see and do is determined by the Available Features you give them.  Information relating to this can be found at the end of this article.

Editing the Master User

A master username and password was created using the details you provided when you signed up for your Power Diary trial account. The master user has full administration rights and can make changes to the all account settings. You should not provide the master username and password to anyone else.

You can change the password for the master user by going to into the main menu in the top right-hand corner and clicking on 'Profile'. You will need to enter the existing master password and the new master password and click "Save".

Adding a New User

  1. Setup > Users > "Add New User"
  2. Add a name for the user
  3. Select a default diary (Optional)
  4. Enter a Username.  Much like an internet banking ID each Power Diary username needs to be unique. If the username you select is not unique you will be prompted to enter a different one.
  5. Enter a password.  To maximise use passwords that combine letters, numbers and symbols.
  6. You have the option to 'Show Client's Name in the Diary as' either the client's full name (i.e John Smith) or just the first name and initial (i.e John S).
  7. Select the features you would like the user to be able to access (See below). This will determine what the user can see and do in your Power Diary account.
  8. Click "Save". You will now be able to access Power Diary with these details.

Editing a User

  1. Setup > Users
  2. Click on "Edit" next to the user you wish to edit.
  3. "Save"

 

Suspending a User

  1. Setup > Users
  2. Click on the 'Active' slider for the user you wish to deactivate
  3. The user is now inactive

The user will no longer be able to access Power Diary effective immediately. To provide the user access again you will need to select 'Show Inactive Users' on the User Management page and then edit the user and set them to Active.

Setting User Available Features

You can control what your users can see and do in your Power Diary account.  We call this User Available Features as these settings determine what your features your users have permission to access.  You can set and edit your User Available Features from the User Management page (Setup > Users).  Here are the available features and what they do:

People Menu

This allows your users to access the main People menu. From here they can view and search your client database using search filters*, add new clients without scheduling an appointment and view and edit your referrers and third parties list. They can also view and use the Waitlist under the People menu. 

* Note: Users must have 'Access Client List Generation and Export' granted to run lists in the people menu.

Communication Menu

This allows users to access, create and edit the list of communication templates (inc SMS, Email and Letter templates) and send bulk SMS or email campaigns to your client database. If you have connected with MailChimp in your Setup users can also export clients to MailChimp lists (however they would require Setup menu access to connect to a new MailChimp account).

(Note: Users with People menu access that can access a client profile will be able to access the Communication section within the profile to view or send SMS, email or letters to the client).

 

Access all Reports

This allows users to access and run all reports in your account under the Reports menu.  This includes financial, client and system reports which are account wide (ie they will be able to report on all diaries and all locations).

If this permission is not granted the user will also not be able to access the Log File and the Xero Export under the Tools menu.

 

Setup and Configure Power Diary

This allows users to access and edit all account setup features under the Setup menu.  This includes being able to access and edit individual user access permissions including their own under Setup > Users.  The setup menu does not allow for users to view, access or edit the Master Admin Users settings.

Users with Setup menu access can also change the client's Default calendar which determines which users have access to the client's information.

 

Access all Client Session Notes

This allows users to access the client session notes for all clients in your account.

If this is not granted the user can only access their own client's session notes based on clients that share a Default Calendar with the user.

If the user does not have this permission granted, and does not have a Default Calendar they will not be able to access any session notes for any clients.

 

 

Delete Appointments

This enables users to delete appointments so they are removed from the diary.

Users without this permission can update the appointment status instead to reflect cancellations etc.

Access all Client File Uploads

This allows users to access the client files for all clients in your account.

If this is not granted the user can only access their own client's files based on clients that share a Default Calendar with the user.

If the user does not have this permission granted, and does not have a Default Calendar they will not be able to access any files for any clients.


Access Client Invoices and Payments

This allows users to access the client's invoice and payment history. This will also allow users to process credit card payments if you are using the Stripe integration. 

If the user is not granted access they will not be able to access the client's Invoices and Payments page in their client profile, and the Sales & Payments menu will also be restricted.

(Note: If the user can access Reports they will be able to view financial reports regardless, however, would not be able to edit invoices shown in the report).

 

Allow Draft Session Notes

Enables user to save session notes in draft status, and view draft notes.

If this is not granted, then all session notes can only be in locked status and the user will not be able to edit them once they have been saved and locked.

Show All Appointments

This setting enables users to view the appointment details in all diaries.

Is permission if not granted, when viewing diaries other than their default diary appointments are "greyed out" and they can only see available times in the diary. This is useful if the user needs to view others availability, but need not see the details for the appointments.

 

Access all Calendars

When this option is selected the user can only view their own default diary.  All other diaries are hidden in the calendar. 

Edit Appointments

This allows the user to create and edit appointments. If access is not provided, the user will have "Read Only" access to the diary and can only add new or edit existing appointments. 

Allow Client List Generation and Export

This allows users to generate lists of, or use advanced filters to view lists of clients, referrers and third parties. They will also have the option to export the list to Excel, PDF or Print.

If this is not granted then users can only search for an individual client, referrer or third party by name. 

Allow Database Export

If granted, users can export a complete copy of the database via Tools > Data Export.

Access all Client Correspondence

If granted, users can access the Correspondence area of the client record which shows communication that has been saved to the permanent record. This may include SMS, email or letter templates sent to the client which have been saved to store as part of the client's clinical record.

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