24.2. Users

Managing Users and Roles in HQ

HQ includes unlimited users with your HQ subscription at no extra cost. This section explains how to set up user roles, add users, and manage existing users.

You will first create user roles, then assign those roles to individual users. By default, HQ includes an Admin role with access to all areas of the software.

Setting Up User Roles

User roles define what staff members can see and do within HQ. Roles help limit access to sensitive areas and reduce the risk of errors or misuse.

It is strongly recommended that only one or two trusted staff members have access to Settings, as many daily operations are controlled there.

To create a user role:

1. Click + Create Role.
2. Follow the prompts to define permissions.

Each permission is covered in detail here: {TOPIC-LINK+user-roles}.

As a key anti-theft strategy, limit the ability to remove payments, change pricing, and cancel the Clinic HQ subscription to only one or two trusted users.

Add User

Each person must have their own personal and private login. Shared user logins, such as “front desk,” are strongly discouraged. Shared logins create security risks and prevent accurate tracking of user actions.

To add a new user:

1. Open Settings.
2. Select Users.
3. Click Create User in the upper-right corner.
4. Enter the user’s first and last name.
5. Enter an email address in the email field. This email must not be used anywhere else in Clinic HQ and must already be active. If the email is inactive, the setup email will bounce and must be manually cleared by HQ Support.
6. Choose a user role from the drop-down menu.
7. Select a label from the checkboxes only if it applies to the user’s duties.
8. Confirm the status is set to Active.
9. Click Setup New User to create the profile.

After setup, the user is sent an email with a link to create their password.

If the user does not receive the email:

• Check the spam folder.
• If it is still missing, open a help ticket in Clinic HQ and include the user’s first name, last name, and email address.

Disable or Delete a User

To disable or delete a user:

1. Open Settings.
2. Select Users.
3. Click Edit on the user record.
4. In the Status dropdown, select Disabled or Deleted.
5. Click Save.

Disabled users cannot log in, but their profile remains in the system.
Deleted users cannot log in and are disassociated from your clinic.

It is best practice to periodically audit user access to ensure only active staff members have logins. If a disabled account remains unused for an extended period, consider deleting it to keep user management streamlined.