This user management experience is part of the Engagement Module. If you're interested in learning more about Engagement, CLICK HERE to request a demo!
Managing users in your Dental Intelligence account will allow your team to log in and access the many features that Dental Intelligence has to offer.
How to Add a New User
You must be an Admin user with full permissions to add a new user in Dental Intelligence. If you are unable to access this feature or make changes, you have not been granted permission in your user profile. Contact an admin team member in your practice to enable access. Click here to learn how to update user permissions.
Access Settings by clicking on the gear icon in the upper right hand corner
Go to the Users tab, then click on the Create new user button
Add the User's Name
Select if the user is a Dashboard user or Patient-facing use only. Dashboard user is the most common selection and means this user will have the ability to login to Dental Intelligence to utilize its functionality. If a user is patient-facing only, they will not be able to access Dental Intelligence and will only show on the mobile app.
Enter the user's Name
Optional: Add the user's birthday and public name (if no public name is entered, the required Name field will be used for automated communication, mobile app, and online scheduling)
Select the User Role and Add a Photo
Select the Role of the new user by clicking on the dropdown menu (Doctor, Hygienist, Office Manager, Dental Assistant, Front Office)
Role helps Dental Intelligence route forms to specific team member inboxes to allow a signature on necessary forms. By default, only the Doctor and Hygienist position role has access to sign forms. If you would like to allow other roles to sign documents electronically, please contact DI support.
All users must have assigned roles before saving. Roles beyond those listed in the drop-down menu are currently unavailable. It is recommended to select a front office role for treatment coordinators, scheduling coordinators, billing specialists, etc.
If the user role is a Doctor or Hygienist, select the related PMS Provider mapping by clicking on the dropdown menu
Add a user profile photo by clicking on the Upload photo button
Create a User Login
We recommend selecting the Login with email option for each new user
Add the user's individual practice email as their login
For additional convenience, we recommend adding the user's mobile phone in case they ever forget their credentials and need to reset their account password
Note: Account passwords are set up once the user has been created and receives a Welcome email from Dental Intelligence. If you would like to set the user's password yourself (not required), click on the checkbox ☑ to define the user's password. You must provide the password to that individual separately as it will not be included in the initial Welcome email from Dental Intelligence.
Multi-Location AccessIf you are an Organization Admin at a multi-location group, you have the ability to add users to multiple locations, regions, or the entire organization.
When adding or editing a user, click the Allow Login to Practices dropdown, then select the practices/regions you would like the user to able to access within Dental Intelligence.
🌟 A note about Default doctor setup: If your practice has 2+ doctors, you can establish a user account with both doctor's names, and mark that profile as the default doctor to ensure both names populate on patient forms
Set User PermissionsNext, choose a Permission preset to quickly set permissions for the teammate based on the general access they'll need for the selected location:
Regular Access: This preset will be ideal for a regular team member performing daily tasks across different sections of the Dental Intelligence portal but unable to change settings or manage users.Admin Access: This preset will be ideal for a user who is meant to have full control over the Dental Intelligence portal. It sets all permissions to Edit. Admin will be able to change settings and manage users.
Viewer Access: This preset is for users that are not allowed to perform any advanced actions or change any settings within the Dental Intelligence Portal.
A note about Super Admin/Organization Admin AccessThe first Admin user created in Dental Intelligence is labeled as a Super Admin and Account Owner. Organization Admins will also have Admin access and have full dashboard access to all locations in their organization.
Super Admins have full access to all other users and features within Dental Intelligence.
Only Super Admins have the ability to make changes to their user profile.
If needed, our support team can assist with changing the Super Admin role to a different user.
Other Admins will only have the ability to view the details of the Super Admin's profile and cannot make changes.
Location access can only be given to other users by an Organization Admin.
Save and finish!
Click the blue Create button to create the new user
Important note about user passwords:
If you did not define the user's password during set up, the new user will receive a welcome email from Dental Intelligence with instructions on how to login for the first time and create a password.
If you chose to set a unique password for this user while creating their account, please provide them with the password so that they can login and access Dental Intelligence (see the note after step #11).
How to Edit or Delete an Existing User in Dental Intelligence
Access Settings to get started, then click on the Users tab. Click on the user 3-dot menu to choose from the following options:
Edit: Update user permissions and other user details.
Details: Quickly review user login details, permissions, and integrations. When finished, choose to Edit, Delete, or Close.
Devices List: Review devices that a user has logged into Dental Intelligence from. You can also block devices should you wish to prevent the user from accessing the dashboard from that device.
Delete: Remove the user from your Dental Intelligence account.
Edit a User Profile
Edit a User Profile
Important notes:
If you are making changes to a user that has never added their Role and PMS Provider, you will not be able to save any changes until you add those selections. Please make sure to select the user Role and PMS Provider to save your changes.
If you are unable to access Settings or make changes, you have not been granted permission in your user profile. Contact an admin team member in your practice to enable access or work with them to complete the steps outlined in the instructions below.
If you are making changes to a multi-location user, be sure you are editing the user in the selected location that they need access to update their permissions for that location.
Users are not able to edit their own permission levels or location access. These edits can only be completed by another Admin team member.
Click on the Settings gear in the upper right corner
Click on the Users tab. Search for the user by name using the search bar or use the available filters by clicking on the Role, Permission, or Practices column
Click on the three-dot menu, then click Edit to open the user profile and make changes
You can update the following user details in the General section: Name and public name, user role, photo, login options, and location access. When finished, click Save
Click on the Permissions section to update feature access levels for the selected location. Choose a Permissions Preset from the dropdown menu to quickly apply access levels across all features instead of customizing them one-by-one
Multi-location users: If needed, copy the user permission settings across multiple practices or regions by clicking on the Copy settings to selected practices button. Click on the checkboxes next to each location/region to select and then click Copy
If needed, you can also enable the user to sign forms in the Permissions section. Scroll to the bottom of the permissions list and click on the checkbox next to Can sign forms to enable. When finished, click Save
Click on the Integrations section to add the user's extension for Mango screen pops, add the Swell API token, and enable Team Chat access
Click on the Mobile App section and choose from the following selections:
Show in app: Select this allowance to show this user's profile in the team info in the Modento Patient mobile app.Default doctor: Select this allowance to choose this user as the default provider (also displayed in the Modento Patient mobile app).
Default office manager: Select this allowance to choose this user as the default office manager in (also displayed in the Modento Patient mobile app).
When finished, click Save
Delete a User Profile
Delete a User Profile
Access Settings by clicking the gear icon in the upper right hand corner
Click on the Users tab. Search for the user by name using the search bar or use the available filters by clicking on the Role, Permission, or Practices column
Click on the three-dot menu, then click Delete
Confirm account deletion by selecting Confirm
Please note: If you ever need to re-add a deleted user with a previously utilized email address, you will need to contact DI Support for assistance.
Manage User Devices List
Manage User Devices List
Click on Settings in the upper right corner, then click on the Users tab
Click on the user 3-dot menu and then choose Devices list
Click on the arrow next to the device line item to expand device details like last login date, log in count, and status
If you would like to block a device and prevent the user from logging in to Dental Intelligence from that device, click Block
Login with Two-Factor Authentication
For additional security, admin users may choose to enable Two-Factor Authentication in Settings > Practice Setup > Security. If Two-Factor Authentication is enabled, any time a user logs in from a new device, the Admin users in Dental Intelligence will receive an email to approve the login request.
The Admin user will need to click "Make a decision" and then approve or decline the access request.
After the request has been approved, the user requesting access can log into the dashboard from that device. This process is required every time a user tries logging on to the dashboard via a web browser and the mobile app.