1.3. Logging In

1.3.4. Password Setup

Your password protects your personal information and keeps your data secure. Follow the steps outlined below.

Your password protects your personal information and keeps your data secure. Follow the steps outlined below.

Creating Your Password

  1. Your clinic manager will create your user account in HQ (see the Settings section for details).
  2. You’ll receive an email invitation to create your password.
  • If you don’t see it, check your spam/junk folder.
  • Still missing? Open a help ticket and include the email address used during setup.

#_ Create your password. It must meet both requirements:

  • At least 8 characters long
  • Includes at least one non-alphanumeric character (e.g., ! or +)

❌ Caution: Do not set up a user until their email address has been activated.

Never Use a “General” Login

Each staff member must have their own individual login. Shared logins such as frontdesk@clinichq.com are not allowed.

Why shared logins are unsafe:

  • If one employee changes the password, everyone else gets locked out.
  • Multiple people using the same login increases the chance someone signs in from an unauthorized browser, putting client information at risk.
  • HQ tracks which user completes each task. With shared logins, this accountability is lost.

1.3.3. Logging Out

It may be a good idea to log out from time to time, especially if you share a desktop with other users. Each user should be logging in under their own name.

1.3.5. Account Management (User Preferences)

Maintaining strong account security is essential for protecting client information and safeguarding access to Clinic HQ. All users are expected to implement key security measures, including creating strong passwords, enabling two-factor authentication (2FA), and generating recovery codes for emergency access. Users should also set up passkeys for a more secure login experience that is resistant to phishing and credential theft.