All PracSuite subscriptions allow you to create unlimited user logins for your staff at no additional cost, as PracSuite subscriptions are based on the number of practitioner files in your system.
All users should have their own user login. Please do not share user accounts, as this will impact the security of your PracSuite system, including the ability to accurately track user activity using the Audit Log report.
Creating a User Account
2. Click Add to begin the process.
All users should have their own user login. Please do not share user accounts, as this will impact the security of your PracSuite system, including the ability to accurately track user activity using the Audit Log report.
3. Enter the User's Details.
The Email Address and Display Name are the two required fields. Other contact details and a user photo are optional.
Roles and Data Access
Roles
Assign a Role to the user. Roles specify what areas of PracSuite a user can access, as well as what functions they can perform in the System.
For full details on creating Roles, see our Setting Up Roles article.
User is a Practitioner
When creating user accounts for practitioners, it is important to link the user account to the corresponding practitioner file so that the practitioner can access the following PracSuite features:
Data Access
PracSuite has three general categories of data that you can restrict a user from accessing, which are outlined below:
General & Appointment Book - If a user's Role permits them to access the Appointment Book, these settings control what businesses, professions or practitioners this user will see when they visit the Appointment Book.
Reports - If the user's role permits them to access reports, these settings control which businesses, professions, or practitioners this user can view report data for.
Clinical Notes - If the user's Role permits them to access the Clinical Notes tab of the patient file, these settings control whose clinical notes this user can view globally across all patient files. A user can always view the clinical notes of the practitioner file linked with their user account.
Note that the above settings are global rules for all patient files. Separate to these settings, clinical note sharing tools at the patient file level are available where providing access to practitioner's clinical notes across all patient files is inappropriate.
Click Save to finalise your changes.
Optional Security Restrictions
IP Barring
IP Barring can be used to restrict which internet connections a user can log in to PracSuite from. For example, it can limit the user to only log in from your practice locations, and not from home. For details, refer to the Setting Up IP Barring Rules article.
Access Schedules
Access Schedules can restrict when a user can log in to PracSuite, and can be used to prevent or allow access outside of your business hours. For details, refer to the Setting Up Access Schedules article.
Welcome Email and Setup
After you've created and saved a new user account, you will receive a prompt regarding whether you wish to email the user their welcome email so they can begin the account setup process.
Select Yes if you're ready for the user to begin setting up their account and accessing your PracSuite system.
If needed, the welcome email can be resent from the top of the user's profile.
Once the user receives their welcome email, they can begin the account setup process, which will involve setting up their password, security questions and two-factor authentication.
The instructions below a for the new user setting up their account:
1. Click the Get Started button to verify their email address and set up their password for PracSuite.
2. The user will need to set up a password that meets the following password criteria
3. Users will also need to set up security questions. These are used to verify the user in the event a password reset is attempted.
4. The user will then be prompted to return to the login screen
5. The user will now be able to login to PracSuite with their email address and password they specified.
Two Factor Authentication Setup (2FA)
Two Factor Authentication (2FA) is mandatory for all PracSuites using time-based one-time password (TOTP) apps available on smartphones and computers, as well as physical token generators available for purchase.
For this article, we will assume you're using the Google Authenticator app to obtain your 2FA code. Further information regarding 2FA app options, including links to the App Store listings, can be found here.
When initially logging into PracSuite, the user will be prompted with the following screen. The user can skip this step up to 5 times, after which they will be required to set up 2FA to login.
Select Next to continue the 2FA setup process.
A QR code will be displayed on screen.
Do not scan the QR code displayed on screen with your camera app. Instead, open the Google Authenticator app (or your app of choice) and select the option to add a new code.
Select the Add button shown in the Google Authenticator app, then scan the QR Code displayed on screen in PracSuite.
Your authentication app should now display a randomly generated 2FA code that changes every 30 seconds.
Enter the code into PracSuite to complete the 2FA setup process.
If the verification fails, double-check that the time on your smartphone and computer are correct and in sync. Verification will fail if the time is not in sync.
Each time the user logs in, they will be prompted for their 2FA code.
If you are logging in from a trusted device, tick the Trust this device for 7 days option, and subsequent logins from this device will not require a 2FA code for the next 7 days.
