Create & Manage Users in CareStack

A user account should be created for anyone who requires access to CareStack. You can set up a user account and configure permissions for a user in Practice Settings. Users are linked to profiles to determine their access level.

Let's get started! 

Topics Covered

• Manage Users
• Add a New User
• Configure Provider Details, Login Details, Auto Clock-in & Working Hours

Manage Users

Watch this video for a step-by-step explanation.

To manage all users in the system, follow the instructions below.

• Navigate to the System Menu > select Practice Settings > Administration > Users.

• All users are displayed within the Users grid.
• Use the filters at the top to narrow down the list by User's Name, Email, Username, Location, Login Status, Profile, User Status, etc.

• Click View to access details about the selected user such as Name, Location, etc.
• Click Download to export the complete list of users of the selected account in CSV format.

• To edit any information, click Edit on the required tab from the User slide-out.

• The User Status will display as Active for users who are currently active
• To deactivate a user, click on Deactivate User.

• You can Deactivate Indefinitely or for a particular Time Period.
• Click Next to proceed.
  • The login for the deactivated user will be disabled.

Note: If you are deactivating a provider, any appointments and treatments assigned to that provider cannot be completed while the provider is inactive.

Add a New User

Watch this video for a complete understanding.

To add a new user, perform the steps below.

• To add a new user, click +Add New User on the Users page.

Make sure to enter the mandatory information.

• First Name & Last Name: Enter the first name and last name of the user.
• Allowed Locations: Select the locations where the user will be active.
• Default Location: Select the default location of the user.

• You can enter other optional information according to your needs.
• Click Save.
  • The user will be created and displayed on the grid.
• Click Save & Continue to proceed with the configuration.

Configure Provider Details, Login Details, Auto Clock-in & Working Hours

To configure permissions and working hours for a user, perform the steps below.

Provider Details

If you need to mark the user as a provider:

• Click View on the intended user from the Users grid.

• Select the Provider Details tab.
• Click Edit.

• Select Yes for the option 'Mark this user a provider'.
• Enter the following information:
  • Provider Type: Select whether this person is a Dentist or Hygienist.
  • Short Name: Enter a short name for this provider. This is the shortened name that will appear for them whenever it is necessary to be briefed.
  • Specialty: Enter the provider's specialty.
  • Tax ID: Enter the Tax ID.
  • EIN: Enter the Employer Identification Number.
  • Max. no of Concurrent Appts: Enter the maximum number of concurrent appointments this provider can be scheduled for.
  • Colour: Enter the colour that should represent this provider on the Scheduler.

Note: Providers have the ability to schedule themselves for multiple appointments at once. You can limit the Maximum number of Concurrent Appointments here.

If a provider is using a shared business space, they can be marked as a business.

• Check the Mark Provider as a Business box.
• Enter the Business Name.
• Enter the provider-specific ABN number.

Note: External Providers sharing the same business space can generate separate invoices with their own ABN instead of clinic's ABN if needed.

• To add a Provider License Number, click +Add New and enter the required details.
  • You need to enter Provider License Number and Expiration date.
  • Select the Location.
• Click Save.

Login Details

To provide login access to the user:

• Select the Login Details tab.
• Click Edit.

• Select Yes for the option 'Allow Login Access'.
• Checkmark the required checkboxes to configure access to CareStack, Patient Connect, and CS Pay. 
• Enter Username and Email.
• Select the Profiles that you want to link with the user, and choose a Default Profile.

Note: Only users with Add/Edit Users permission will be able to edit the Email address.

• You can enable or disable Auto Clock in on Login for the user if needed.
  • Once this setting is enabled, the user will be automatically clocked in while logging into the system. 

Note: Since this feature applies only for Clock In, it does not automatically Clock Out the user after logging out.

• If you need to set an hourly pay, set Yes on the Hourly Pay option.
  • Enter the Hourly Pay Rate.
• You have to option to enable Set Automatic Clock Out.
  • Select Yes if you want the system to clock out automatically on the configured Automatic Clock Out Time.

To set Overtime Pay Rate,

• Select Rate Per Hour or Percentage(%) Pay Rate according to your preference.
  • You can set the overtime pay rate in Work day hours or Work week hours.
  • Include Saturdays, Sundays, or other Holidays on the Overtime Calculation if needed. 
• Click Save.

To set up the working hours of the user:

• Select the Working Hours tab.
• Click Edit.

• Click on the Enable Working Hours toggle button to activate working hours. These hours are set to restrict the selected user to log in only during the configured working hours.
• Set User working Hour Settings to Account or Location Level.

• For a custom working hour arrangement, select the Custom option.
• Select Yes on the required days of the week to mark them as Working Days.
• Set the Start Time and End Time.
  • If you need to copy the working hours set on a day to other days, click Apply for all days. 
• Click Save.

Practices can use this simple guide to learn how to create a new user and set permissions and login access in CareStack.