Detailed Step by Step instructions for Managing User Roles
Overview
This guide provides step-by-step instructions for using the Manage Users feature in CareTime. It includes activating/inactivating office users, managing user roles and permissions, and updating user settings.
Managing User Roles
- This new tab available to Office Management users will allow you to add, edit, and inactivate all other Office Management and Office Employee users.
Creating a New Office User
- You will now get to select an office user type, login credentials, locations a user will have access to, and which pages/capabilities a user can add or edit. These are customizable per user.
- For some pages, if access is given, editing will be enabled by default. You will not be able to uncheck edits for these pages/tabs.
- Keep in mind that an Office Management user will always have access to the Manage Users tab, and it cannot be enabled for Office Employee users. This is called “Office User Management” on the permissions screen.
- If a page is unchecked, Schedule for example, the user will not see the Schedule menu option at all. If the schedule is enabled and only scheduling edits are disabled, the user will not be able to add, edit, delete, or modify schedules in any way but the schedule will be visible.
Key Features:
- Office admin role types: Office Management and Office Employee.
- Roles are assigned by CareTime admins when creating a user or by Office Management users.
- Reach out to your account manager or support to let us know who in your agency should be set as an Office Management user.
Steps to Use:
1. As an Office Management User, navigate to Settings > General > Manage Users.
2. Click Create User.
3. Select the appropriate role for the user:
- Office Management – Full permissions enabled by default, this user will also have access to the Manage Users tab in Settings that will allow the user to add, edit, and inactivate other users in all business locations.
- Office Employee – Limited permissions by default and has no access to the new Manage Users tab.
4. Keep the user status to Active.
5. Enter the new user’s username, email, and password.
6. Select the location(s) the user should have access to. Keep in mind, all Office Management
users will be able to add, edit, and inactivate permissions for any user in any location.
7. Restrict pages and functionality based on permissions.
- For some pages, if access is given, editing will be enabled by default. You will not be able to uncheck edits for these pages/tabs.
- If a page is unchecked, Schedule for example, the user will not see the Schedule menu option at all. If the schedule is enabled and only scheduling edits are disabled, the user will not be able to add, edit, delete, or modify schedules in any way but the schedule will be visible.
- Permissions include:
1. Admin Dashboard
2. Connected Services
3. Schedule
4. Shift History
5. Timesheets
6. Clients (certain tabs/info)
7. Caregivers (certain tabs/info)
8. Accounts Receivable
9. Reports
10. Agency Billing / Charges
11. Settings
12. Accepting Terms of Service
13. Importing Caregivers/Clients
14. Business Representatives
- 8. Click Save.
- 9. Be sure to communicate to the employee what credentials they need to use to log in. They
- can reset their password from their profile security tab.
Activating/Inactivating Office Users
Office users can be marked as Active or Inactive.
1. As an Office Management User, navigate to the Manage Users tab in Settings.
2. Locate the user you want to update.
3. Use the edit icon to change the status of a user.
- Active: User can log in.
- Inactive: User cannot log in
4. Click Save.