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,
3. Enter the User's Details.
Note: We strongly encourage that a unique user account is created per staff member so that user activity can be recorded in the audit log accurately. We do not recommend sharing PracSuite user logins.
Security
1. IP Barring can be used to restrict where a user can log in from, and can allow access only when a user is logging in from your business office locations for example. For details refer to the Setting Up IP Barring Rules article.
2. 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.
Roles and Data Access
1. Assign a Role to the user. Roles specify what areas and information a user can access in PracSuite. For details on creating Roles, see our Setting Up Roles article.
If the user is a practitioner, link the user with their associated Practitioner File.
2. You can limit a user's Data Access to data associated with a specific Business, Profession or Practitioner.
Three Data Access categories can be restricted:
General - 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.
3. Click Save to finalise your changes.
4. Click Yes to send a Welcome Email to the user's email address. The welcome email will contain a link for the user to set up their password and security questions.
If needed, the welcome email can be resent from the top of the user's profile.
Welcome Email and Password Setup
Once the user receives their welcome email, they can begin the account setup process.
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 PracSuite users.
1. 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.
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.
Select Next to continue the 2FA setup process.
2. A QR code will be displayed on screen. Do not scan this with your camera app. Instead, open the Google Authenticator app (or your app of choice).
Select the Add button shown in the Google Authenticator app, then scan the QR Code. Scan the QR code shown on screen in PracSuite.
3. 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 clock time on your smartphone and computer are correct. Verification will fail if the time is not in sync and is out by more than 30 seconds.
5. 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.
