Please note: We recommend that you complete the “Staff Type” and “Form Permissions” tabs before completing the users tab. If you have not already done so, please go back to “creating staff types” and “creating or editing form permissions” in the knowledgebase.

Navigate to the Users tab in the maintenance module.

Fill in the user details in the lower half of the screen as shown below.

1. Username of your choosing
2. Full name of the staff member you are adding
3. Mobile of the staff member you are adding, this is used if any communication is to be sent to a staff member. E.g. banking information or rota texts.
4. Staff type (from the staff types you have generated previously in the “Staff types” section). This is what allows your user to be bookable for appointments, so choose the group that has the appropriate appointments allocated to it.
5. Default appointment type this is what appointment will appear automatically when booking an appointment with this staff member, so you want to put this staff member's most common appointment type. For example, if I select DVLA, when booking an appointment in i-Clarity, DVLA will be automatically selected as the appointment type:
6. Times: start time, lunch time, lunch length, end time, appointment length. Details needs to be filled in for all staff members. They are used in the rota module and i-Clarity also uses this information when generating clinics for users. E.g. if you put a 09:00 start time with a 17:30 end time when you add a clinic for that person the clinic will automatically generate from 9am to 5pm and uses the appointment length section to generate appointment slots to this length in the clinics.
7. Colour double click to open the colour pallet and you can select a colour for the user. This is the colour that will display in their clinics:
   
8. Date joined can be filled in if known or left as todays date if not
9. Super users get full access to the system and automatic access to all branches.
10. Password we recommend a 4-digit number for ease when repeatedly logging in to the system.
11. GOC and OL numbers for professional staff: i-Clarity uses this when printing NHS form etc
12. Permissions group (this is from the form permissions tab in maintenance)
13. Real person checkbox should be ticked
14. Minus cyl If this box is checked for a user, when that user logs into clinical records i-Clarity will assume that anything entered into the cyl box is a minus. If this box is unchecked, then the cyl symbol needs to be entered.
15. Clinic font size You can select the default font size for each user. When that user logs into clinical records and opens a new record the template text will default to their preferred font size.
16. Objective/Subjective If this box is unchecked it will automatically keep the subjective/objective box hidden from view and you will have to click on the blue arrow to access that part of the record, but the free text box is larger. If the box is checked the record will default to showing the objective/subjective box without the need to click on the arrow, but the free text box is reduced in size. You can click the blue arrow to hide the objective/subjective again.
    
    
17. NHS pin Scotland Only
18. VA NVA This allows you to create a prefix in the VA boxes. E.g. if you put 6/ in the VA box then this will come through on to patient’s records preventing you from always having to type it repeatedly into the record. In NVA you could put N and then this will always come through onto the patient’s record.
    
19. Authorised signature check box If you are using English eGOS, authorised signatories need to have this box checked, this will then allow the system to apply your name to the electronic form as the authorised signature.

Click add.

Once the user has been added you can set the branch permissions. If the user has been set as a super user, you do not need to set branch permissions as superusers automatically have access to all branches.

Highlight the grid section by clicking on the user you have just added. An arrow will show up on the left-hand side to indicate which user you are editing.

Click on “set up branch permissions”.

This will open a new window.

Click on the branch that you would like the user to have access to and click on the left facing arrows to move them across to “Allow”.

Repeat until all the branches that are needed are in the “Allow” column and then click close.

If you need to remove a user’s access to a branch you can click on the right facing arrow to move the branch to the “Disallowed” column.

Top tip: For ease, if you have more than one person that needs access to the same set of branches you can copy branch access from one user to another: the branch access. Select the name of the person who already has the branch access from the dropdown list in the bottom left hand corner, click copy. This will adjust the selected users branch permissions to match.