Chapter 8: User Management
Chapter Overview
What You'll Learn:
- How to create users and send email invites
- Branch + role assignment and custom permissions
- Surveyor Grant Access
- Resend invite, compliance, remove from agency
Time to Complete: 15–20 minutes
Who Should Read This: Agency Administrators
Prerequisites: Chapter 3: User Roles & Permissions
Text-only. Labels match the screen.
8.1 How to Open User Management
Path: Settings gear → Settings → User Management → /dashboard/settings/user-management
Visible to Agency Administrator.
Billing-only: not shown in the Settings sidebar.
You may see a Subscription · user seats banner when seat limits apply.
8.2 What You See
- Title: User Management
- Button: Create New User
- Tabs: Active Users | Inactive Users
- Columns: Name · Email · Branch · Status · Actions
Invited users who have not set a password yet appear under Inactive Users (status Pending). Look there if a new invite seems “missing” from Active.
8.3 Create a User (email invite)
Click Create New User. Dialog: Add User (Step 1/2 of 2).
Step 1 — Email
- Heading style: Add User to Your Agency
- Email Address — “Enter the email address to check if the user exists”
- Check Email before continuing to details
Step 2 — Details
- First Name, Last Name, Email, Phone Number
- Branch assignments: each row has Branch, Role, optional Discipline
(Single-branch agencies often show Head Office / head-quarter style default)
Submit: Create User or Add to Agency (if the email already exists on the platform).
Invite behavior (important)
- New users always receive a set-password email invite.
- There is no SMS invite in this UI.
- Use Resend Invite from the row menu if they did not get the email.
8.4 Edit User
Row menu → Edit User.
Tabs:
| Tab | Contents |
|---|---|
| Profile | Name, contact, branch assignments |
| Permissions | Custom Permissions (role-inherited items may appear locked; overlays add/remove specifics) |
Save changes when done.
8.5 Row Actions Menu
Depending on the user, actions include:
| Action | Purpose |
|---|---|
| View Activity Log | Audit trail |
| Compliance & Credentials | Credentials / compliance drawer |
| Edit User | Profile and permissions |
| Resend Invite | Send set-password email again |
| Grant Access | Surveyor only — opens Grant Chart Review Access |
| Remove from Agency | Remove the user from this agency |
Resend Invite
Dialog: Resend invite?
Chips may show Password already set / Password not set.
CTA: Send Invite. If the password is already set, the product directs them to Forgot Password instead of a new invite.
Surveyor Grant Access
- User’s primary role must be Surveyor (Grant Access is not shown only because a branch assignment mentions Surveyor).
- Choose Grant Access → Grant Chart Review Access.
- Select patients/charts they may review (read-only surveyor experience).
See Chapter 3 for Surveyor scope.
Remove from Agency
Dialog: Remove from agency? → Remove from agency.
This is stronger than merely marking inactive — confirm before proceeding.
8.6 Roles & Custom Roles
- Assign standard or custom roles on the branch row.
- Build custom roles under Settings → Roles & Permissions when Custom Role Builder is on your plan (Pro / Enterprise).
Details: Chapter 3.
8.7 Common Mistakes
- Expecting invite to be optional or SMS-based — it is always email set-password.
- Looking for User Management on billing-only Settings — not listed.
- Giving Surveyor a normal clinical role instead of Grant Access.
- Forgetting Discipline on therapist branch rows.
- Confusing Remove from Agency with a simple deactivate.
8.8 Quick Checklist
- Admin users created with Agency Administrator sparingly
- Each staff member has correct Branch + Role (+ Discipline)
- Invites sent / resent as needed
- Surveyors granted chart access intentionally