Please note: We recommend that you complete the 'Staff Type' and 'Form Permissions' sections of Maintenance before completing the Users Tab. If you have not already done so, please go back to the 'Creating Staff Types' and 'Creating or Editing Form Permissions' articles.

Navigate to Maintenance by clicking on the Back Office and System Modules drop-down and selecting 'Maintenance'.

Then click 'Users' and then 'Users/Staff' to load the Users screen as shown below.

Click 'Add New User' at the bottom left of the screen. This will load the following window.

Fill in the User Details box for the new User you want to add.

1. Username of your choosing.
2. Real Person checkbox should be ticked.
3. Title, Forename and Surname of the staff member you are adding. This will automatically populate the Full Name box, however this can be overtyped.
4. Staff Type (from the Staff Types you have generated previously in 'Staff Types'). 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 automatically be selected as the appointment type.
6. Super User get full access to the system and automatic access to all branches.
7. Password - We recommend a 4-digit number for ease when repeatedly logging into the system.
8. Qualifications - You can type any qualifications the new staff member has got into this box.
9. 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.
10. Email - You can add the staff member's email address into this box.
11. GOC and OL numbers for professional staff. i-Clarity uses this for eGOS forms etc.
12. Date Joined can be filled in if known or left as today's date if not.
13. Clinical 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.
14. VA NVA This allows you to create a prefix in the VA boxes. For example, if you put 6/ in the VA box then this will come through on to the 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.
15. Pre-Reg checkbox should be checked if the staff member is a pre-reg student.
16. 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.
17. Authorise Signature - If you are using English eGOS, authorised signatories need to have this box checked. This will allow the system to apply their name to the electronic form as the authorised signature.
18. Obj/Subj - If this box is unchecked, it will automatically keep the subjective/objective box hidden from view and you will have to click 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 to access it, but the free text box is reduced in size. You can click to hide the objective/subjective again.
19. Clinical Stop Auto Tags - If this box is unchecked, users will be able to add tags on the fly in Clinical Records.
20. Times - Start Time, Lunch Time, Lunch Length, End Time and Appointment Length. These details need 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 start time at 09:00 with a 17:30 end time, when you add a clinic for that user, 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.
21. Colour - Click this box to open the colour palette and you can select a colour for the user. This is the colour that will display in their clinics.
22. Lock Appointment Lunches - Checking this box will lock this user's Lunch slot in the rota, meaning that no appointments can be booked into or run over into their lunch in the clinic.

Notes and Photo

Underneath the User Details section, is the Notes and Photo Section.

In this section, you can add any notes about the user that you are adding.

You can add a photo of the user or a photo they would like to use by clicking 'Select' in the photo section. This photo will be displayed on the top right-hand corner of i-Clarity whenever that user is logged in to the system.

Users Branch Permissions

The next section to fill in is the Users Branch Permissions section. If you have added the new user as a Super User, they will have all of the branches ticked by default.

Go through the list of branches and for each branch, tick whether you want to Allow Login, Transfer Patients From, Include in Reports, Include in Recall, Include in DD Generator and Include in Accounts.

Top Tip: For ease, if you have more than one user that needs access to the same set of branches, you can copy branch access from one user to another. At the bottom left of the screen, select the user you would like to copy the branch permissions from and then click 'Copy Branch Permissions'.

User Permissions

The right-hand side of the screen is for User Permissions.

In the Default Permissions drop-down, you can submit the default permissions you want to set up for that user, depending on their job role. Depending on the default permissions you select, this will control the access the user has to different sections of i-Clarity. It also controls whether the user has Full Access, Read Only Access or No access to these sections.

Once you have filled in all of the sections of the Add New User form, click 'Save & Close' at the bottom right of the screen to finish adding the new user.