The Users settings section is your go-to for managing login credentials and the features that each staff member will have the ability to modify. When it comes to logging in to Aloha, you can have one User login for the whole office, or create multiple logins (up to 20 per office); one for each person who will be working with the platform.

NOTE: Only Practice Admins will be able to access User settings.

You can find your User settings in the Main Menu on the left side of your screen within Aloha

When you enter the Users settings, you’ll be able to see a list of existing System Users and Pending Users (more on that later) as well as the Role of each User and how many Locations that User can access (if your account includes more than one office location.)

When you’re ready to add a User profile for your office, begin by clicking the Invite New + button on the right side of the System Users section.

In the Invite New User window, you’ll enter a first and last name, decide whether you’d like to use an email address for that User and select that User’s Practice Role. Once selections are made for all of these, complete adding the new User by clicking the Invite button.

To create a User profile with an email address, click Yes as seen here:

If you choose to create a User profile using an email address, an email will be sent to their inbox. Inside this email will be a link that once accessed, will prompt the User to create their password. Until this is done, the User will be listed in the Pending Users section. Once the invite recipient creates their password, they’re good to go! Keep in mind that you can’t use the same email address for multiple Users.

If multiple staff members in your office share an email or would rather not use their email to log into Aloha, you can create their profile with a custom Username.

To create a custom username, click No as seen here:

You can create any Username you’d like, as long as it doesn’t duplicate any other Username in the Aloha system.

Once the Invite button is clicked, instead of sending an email with a password link, Aloha will automatically generate and display a password on the screen. You can provide this password to the User or update the password in the User menu at any time.

The last selection you’ll make when creating a new User is choosing their Practice Role. There are two options - Practice Admin and Practice Staff.

Practice Admins will be able to access all sections of the Aloha system. This includes the Users settings which allows you to Invite/Delete Users, VCP Credentials to update any Vision Portal login info and Medical Settings. Admins will also automatically have access to all office Locations (if there are multiple in your account.)

If you do have more than one location in your Aloha account, Users can switch between locations by using the drop-down menu in the top right corner of any screen within Aloha.

Practice Staff will be able to view patient info and run manual searches in the Eligibility Search feed, as well as run orders in the Optical Sales Tool - but that’s it. They will not have access to “back-end” menus, like the Users settings and vision portal credentials. Which locations a Practice Staff User will access can be chosen and modified only by a Practice Admin.

For anyone in your office who already has had a User profile created, you (or other Admins) can update the specifics of their profile at any time. Simply click the Edit button to the far right of the User’s name.

In the Edit User screen, you can update any aspect of the User’s information, including their first and last name, email address, phone number, and password - you can even add a profile image by clicking the pencil icon on the circle to the left of the User’s name.

You can update any of these specifics individually. If you’d like to update the email for the User but not the password, Aloha can accommodate! Once your desired changes are made, don’t forget to click the Save Changes button.

In the case that your account includes multiple office locations when editing a Practice Staff User, you’ll find a list of locations to the right of their Personal Information. You can use the toggles to choose which location(s) you’d like that User to have access to.

If you need to remove a User’s access from your account entirely, you can easily do so by clicking the Delete button to the far right of the User’s name in the System Users section.

If you have any additional questions, feel free to send us an email, chat in with our support team, or CLICK HERE to schedule a support call!