Add users and manage roles and permissions

To use Docvivo as a team, you add each of your colleagues as a user. A user's role decides which menus they see and what they can do. This article covers adding users, roles, and the settings you can make for each user.

Before you start

• Your role needs the permission to manage users.
• Your package has a user limit. You can see your usage on the Settings → Subscription page. If you've reached the limit, you can add users without changing your package.

Adding a user

1. Open User from the left menu and click New.
2. Fill in the User Name, First Name, Last Name, Email and Phone Number fields. If you like, add an Avatar and an Identity Number.
3. Enter a password of at least 8 characters in the Password and Password Repeat fields.
4. In the Roles field, choose one or more roles for the user.
5. Click Create.

The new user signs in with their email address and the password you set. Suggest that they change their password under Profile → Change Password after signing in for the first time.

Roles and permissions

• A role decides which menus and records a user can see. A user who opens a page they don't have permission for sees the message "You do not have permission to access this module".
• Many lists come in two versions: one that shows all records, and one that shows only the user's own records, such as Own Potential, Own Offer and Own Appointment List. Which one a user sees depends on their role.
• Your company's roles come predefined. If you need a new role with different permissions, contact our team.

Editing, suspending or deleting a user

Click a person in the User list to open the available actions:

• Edit: Changes their details and roles.
• Suspend: Stops the user from signing in; their records stay where they are. Use Activate to restore access.
• Delete: Removes the user from the list. This can't be undone.
• Performance Graph: Shows offer, appointment and potential charts for the date range you choose.

Settings for individual users

When you open a user with Detail, the tabs on the left let you manage that person's own settings. The most common ones:

• Data Source: The data sources assigned to the user. Roles that see only their own data sources work from this list.
• Appointment Limit: The user's daily, weekly and monthly appointment limit.
• Closed Days and Custom Closed Days: The days of the week and the date ranges when the user doesn't take appointments.
• Notification Settings: Which notifications the user receives, through which channel and in which language.
• Change Password: Lets you set a new password for a user who has forgotten theirs.

The tabs you see depend on your role's permissions.

Frequently asked questions

Why can't a user see some menus?

Menus are shown based on the role's permissions. Make sure you've given the user the right role.

A user forgot their password

Set a new password on the Change Password tab in the user's details and pass it on to them.