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.
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 Engagement utilize its functionality. If a user is patient-facing only, they will not be able to access Engagement and will only show on the mobile app.
Enter the user's Name
Enter the user's Public name (used in automated communication, the 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 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.
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 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
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 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
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 Engagement 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 Engagement 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 Engagement Portal.
A note about Super Admin/Organization Admin AccessThe first Admin user created in Engagement is labeled as a Super Admin and Account Owner. Organization Admins will also have Admin access and have full Engagement dashboard access to all locations in their organization.
Super Admins have full access to all other users and features within Engagement.
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 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 the note after step #11).
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.