Users

Open Setup > People and access > Users to see everyone who can sign in to your clinic, with the seat each one takes.

Invite a user#

1. Click Invite User.
2. Enter the person's work email, pick their role and choose a Full or PRN Seat (see licenses and seats).
3. Click Send Invitation. The invitation shows under pending invitations until it is accepted.

You can resend or revoke a pending invitation from its row.

You can invite someone who already works for another clinic in NeatPractice. They accept with the sign-in they already use and then choose your clinic when they sign in (see working for more than one clinic). The role, seat and location access you give them apply to your clinic only, and they never see the other clinic's records here.

Edit a user#

Open the menu on the user's row and choose Edit to change their name, their Seat or their location access. Click Save Changes when you are done. If no seat of the type you picked is free, the dialog shows Seat not available and nothing changes.

Find dormant accounts#

The Last Sign-in column shows when each user last signed in to your clinic, or Never. To review accounts nobody is using, click Last sign-in above the list and choose how long they have been idle (30, 60, 90 or 180 days). Users who never signed in are included. Deactivate the ones who no longer work for you.

Sign-in history, devices and permissions#

Open a user with Edit to see more than their details:

• Devices lists every browser signed in to their account in your clinic, with its IP address and last activity. Click Sign Out Everywhere for a lost laptop or a person who just left; each device signs out within a few minutes. Sign-ins they have at other clinics stay.
• Sign-ins shows their latest sign-ins, failed attempts, two-step verification changes, new devices and device sign-outs, newest first. It needs access to the security audit log, which keeps the full trail.
• Permissions lists every permission in NeatPractice, whether this user has it, its scope (for example their caseload only) and which of their roles grants it. Use it to answer "why can this person see that?" before you change roles.

Send a password reset#

If someone forgot their password, open the menu on their row and choose Send password reset, then Send Email. They get an email with a link to choose a new password. Nobody at your clinic ever sees or sets the password, and each reset you send is recorded in the security audit log. Reactivate a deactivated user before sending one.

Location access#

Each user can work at every location of your clinic, or only at the ones you choose. People limited to some locations see only the records of those locations, and only those locations in the location switcher at the top of the menu.

1. Open the menu on the user's row and choose Edit.
2. Turn off All locations.
3. Under Locations, pick one or more of your active locations.
4. Click Save Changes.

Turn All locations back on to give the person every location again, including ones you add later. If a location the user was limited to is deactivated, it stays on their list under its name, marked (inactive). Each change to a user's location access is recorded in the security audit log.

Sign in from any network#

If your clinic allows sign-in only from its own networks (see network access), turn on Sign in from any network when you edit a user who works from home or travels. Each change is recorded in the security audit log.

Deactivate a user#

When someone leaves, deactivate them from their row instead of deleting them. They can no longer sign in to your clinic, and the records they created keep their name, which the law requires for clinical and billing history. If they also work for another clinic, they keep their sign-in for that clinic.