āØ When You Need This Guide
Use this guide if you're asking:
How do I add a new user to Aloha?
Can we have multiple logins?
How do I assign someone as an Admin or Staff?
Where can I update a userās email, username, or password?
How do I remove a user from our system?
What This Covers (And What It Doesnāt)
ā Covers:
Adding, editing, or deleting users
Email vs username login setup
Assigning roles (Admin vs Staff)
Managing user access by location
š« Doesnāt Cover:
Updating your own profile (see How to Log In & Update Your Profile)
š Who Can Use User Settings?
š”ļø Only Practice Admins have access to the User Settings tab.
Staff members cannot add or manage users.
š£ How to Access the User Settings
Log in to Aloha as a Practice Admin.
Click āUsersā from the left-hand side menu.
Youāll see two sections:
System Users ā active users in your account
Pending Users ā invited users who havenāt completed registration
Each user will also show:
Their Role (Admin or Staff)
Location Access (if your account has more than one location)
ā Adding a New User
Click the āInvite New +ā button in the top-right of the System Users section
Fill in:
First and Last Name
Email or Username (see options below)
Role (Admin or Staff)
Click āInviteā to finish setup
āļø Option 1: Login via Email
Select āYesā when asked to use an email
The user will receive an email with a link to set up their password
Until they complete registration, they will remain in Pending Users
š You canāt reuse the same email address for multiple users
š¤ Option 2: Login via Custom Username
Select āNoā when asked to use an email
Create a unique username (must not be taken by another user in Aloha)
Aloha will generate a password for you to give directly to the user
You can update the password later in the Edit screen
š§āāļø User Roles & Access
Role | Access Level |
Practice Admin | Full access to all Aloha settings, vision portal credentials, user management, and locations |
Practice Staff | Can view patient info, run eligibility searches, and use the Sales Tool. Cannot access user settings or admin features |
š For multi-location practices:
Admins have access to all locations.
Staff can be assigned to specific locations by toggling them on/off in their profile.
āļø How to Edit an Existing User
Click āEditā next to the userās name
You can update:
Name
Email or Username
Phone number
Password
Profile image (click the pencil icon)
Location access (Staff only)
Click āSave Changesā when done
šļø How to Delete a User
Click āDeleteā next to the userās name
Confirm deletion to revoke their access from Aloha
š Youāll Know It Worked When:
Your new or updated user appears in the System Users list
They receive an invite email or are provided login credentials
They can access the correct tools and locations
š¬ Need Help? Weāre Here!
Email: support@getaloha.com
āPhone: 1-800-563-0469