A complete guide for Administrators on how to create new logins for staff, manage user permissions, and safely deactivate or archive users who are no longer with the practice.
✨ When You Need This Guide
This guide is your go-to resource for all user management tasks. Use this when:
A new staff member has started and needs their own login.
You need to track who is responding to patient texts and want each user to have their own login.
An employee has left the practice and you need to revoke their access.
You need to change a user's permissions, such as preventing them from receiving certain notifications.
You need to remove a former provider from the online scheduler.
You'll Need:
You must be logged in as an Administrator to add, deactivate, or archive other users.
✅ How to Add/Edit a New User
Navigate to the Users Page. Go to the Gear Icon (⚙️) > Users.
Click the +Add User button located in the top-right corner.
Choose a User Type. Select the role that best fits the staff member's responsibilities.
Support: Minimal access, mainly for viewing feedback, scheduling history, and texting.
Agent: The most common role. Access to the daily features like feedback, forms, mission control, scheduling history, and texting.
Manager: Access to all features except billing and user management.
Administrator: Full access to every feature in the account.
Fill out the User's Information.
Name: First and Last Name are required.
Display Name & Image: The Display Name and the user's Image are what patients will see on your Online Scheduling page if this user is a provider.
Email: This is the username for logging in. It does not have to be a real, monitored email address (e.g., frontdesk@yourclinic.com is acceptable).
Phone Number: The Phone Number is optional.
Password: Create a secure password that meets all the requirements listed on the screen (minimum 12 characters, with uppercase, lowercase, number, and special character).
Click Save. The user is now created and can log in with the credentials you provided.
✅ How to Handle a Departing Staff Member
When a staff member leaves, it's critical to remove their access immediately. You have two options.
Option A: Deactivate User (The Standard Method for All Users)
This will be the main course of action. It ensures all access is blocked and preserves the user's history.
Go to the Gear Icon (⚙️) > Users.
Find the user you wish to deactivate.
Turn off all of the individual permission toggles next to their name.
This makes the user inactive and immediately blocks them from logging in or receiving notifications.
Option B: Archive User (To Hide from View)
This option removes the user from the main list. It is only available under specific conditions.
Check the conditions: You can only archive a user if they were created manually in Aloha (not synced from your EHR/PMS) AND they have no appointments associated with their profile.
Go to the Gear Icon (⚙️) > Users.
Find the user you wish to archive.
Turn off all of the individual permission toggles next to their name.
Click the Archive icon on the far right of their row. The user will be removed from your active list.
To view archived users, switch the Active toggle on the top of the user list to All.
💡 Common Scenarios & Questions
What You Might Notice | Why It's Happening | What to Do |
A staff member forgot their password and can't log in. | Passwords can be forgotten. An administrator can set a new password or the staff member can click I can't sign in or I forgot my username/password on the login page. | An Administrator go to Gear Icon (⚙️) > Users, find the user, and click to edit their profile. Enter a new temporary password, ensuring it meets security requirements. Then, provide this new password to the staff member. |
I can't see the +Add User button or the permission toggles. | Your account does not have Administrator-level permissions. Only administrators can manage other users. | You will need to ask someone with an Administrator account in your practice to perform this action for you or to upgrade your user role. |
The "Archive" icon does not appear for a user. | This means the user does not meet the conditions for archiving. They were likely created via your EHR/PMS sync or they have appointments associated with their profile. | In this case, you must use Option A: Deactivate User by turning off all their permission toggles. This will effectively revoke all of their access. |
🎉 You'll Know It's Working When:
A new user can successfully log in with the credentials you created.
A deactivated user has all their permission toggles turned off and can no longer log in.
An archived user no longer appears on the Active Users list.
💬 Need Help? We're Here!
If you have other questions about managing users, our support team is ready to help. Contact us at 800-563-0469 or support@getaloha.com.