Engagement: Adding Users

Learn how to add new users in Engagement

Grace Richards avatar
Written by Grace Richards
Updated over a week ago

Adding users to your Engagement module will allow your team to log in and access the communication tools that Engagement has to offer. In this article, you will learn how to:

To learn more about adding new users in Engagement, watch this short video:

How to Add a New User

Important notes:

  • Creating an Engagement user does not create a user in Analytics. Each Dental Intelligence account is set up independently. To create an Analytics account, click here.

  • You must be an Admin user with full permissions to add a new user in Engagement. 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.

  1. Access Settings by clicking on the gear icon in the upper right hand corner

  2. Go to the Users tab, then select the Create new user button

    Add User Name and Photo

  3. Enter the user's Name

  4. Enter the user's Public name

  5. Add a user profile photo by clicking on the Add photo button

    Note: The user's public name and photo is patient-facing and is shown in the Modento Patient Mobile App and Online Scheduling

    ​Click here to learn more about the Modento Patient Mobile App.

    Click here to learn more about Engagement Online Scheduling.

    Create a User Login

  6. If you would like this new user to be able to login to Engagement, be sure that the Allow Dashboard Login option has been selected

  7. We recommend utilizing the email login option for each new user. Add the user's individual practice email as their login

  8. Account passwords are set up once the user has been created and receives a Welcome email from Engagement. 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 Engagement

  9. 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

    Multi-Location Access

    If you are a Group Admin at a multi-location group, you have the ability to add users to multiple locations.

    When adding or editing a user, click the Allow Login to Other Practices checkbox, then select the practices you would like the user to able to access within Engagement.

    🌟 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

    Select the PMS Provider

  10. Select the related PMS Provider by clicking on the dropdown arrow. If the user role is anything other than Office Manager or Dental Assistant, you must specify what provider in the PMS that user should be linked to.

    Note: Not all users will be listed as PMS Providers. In most cases, PMS Providers only exist for team members who manage or provide a service for billing purposes (ie, Doctors and Hygienists). When you connect a PMS Provider to an Engagement user, the public name for that Engagement user is used in Online Scheduling instead of the name from the PMS Provider ID.

    ​Click here to learn more about Engagement Online Scheduling.

    Add User Integrations

  11. If your practice has Screen Pops enabled in Engagement, enter the user's extension to opt them in for caller ID notifications only to their extension. If you would like the user to receive caller ID notifications for all practice extensions, enter an asterisk (*)

  12. If you use Swell to manage your practice reviews, paste your Swell API Token here

    Click here to learn more about Screen Pops.

    Click here to learn more about Swell.

    Select the Position Role

  13. Select the Position Role of the new user by clicking on the dropdown arrow

    1. Position Role helps Engagement route forms to specific team member inboxes to allow a co-signature. 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 support.

    2. All users must have assigned roles before saving. Doctors and Hygienists need to link provider codes to their user accounts before saving.

    3. 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.

      Click here to learn more about electronic signatures in Engagement.

    Select User Allowances

  14. When adding a new user, Engagement offers a variety of options to customize the allowances that each individual user has within Engagement:

    Click the ☑ checkbox next to each allowance to enable/disable it for the Engagement user.

    • Show in the app: User profile will be public in the Modento Patient Mobile App

    • Chat user: User can communicate with patients by sending messages/forms as well as use team chat to communicate with staff assigned to your practice

    • Default doctor: This user's name will populate within forms/consents where indicated by {{practice_doctor}} placeholder.

      Note: If there are several doctors in your practice, set up a user account with all their names, disable dashboard login for it, and make it the default doctor account.

    • Default office manager: This user's name will be listed publicly as the office manager in the Modento Patient Mobile App

    • Can sign forms: Allows user to sign in conjunction with a patient on specific forms or consents. By default, only the Doctor position role has access to sign forms. If you would like to allow other roles to sign documents electronically, please contact support.

    Set User Permissions

  15. Next, choose a Permission preset to quickly set permissions for the teammate based on the general access they'll need

  16. Or customize access within Engagement feature by feature by clicking on the dropdown for each

    Save and finish!

  17. Click the blue Save User 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 Engagement 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 Engagement (see step #8).

Two-Factor Authenticated Login

For additional security, you may choose to enable Two-Factor Authentication. If Two-Factor Authentication is enabled, any time a user logs in from a new device, the Admin users in Engagement 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 Modento Go app.

If you would like to enable two-factor authentication, please contact Support.

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