Keywords: employee setup, new employee, permissions, login, employee profile, access windows, employee type, new user, create user
Summary
This article covers how to create and configure a new employee profile in Cloud 9. It walks through required fields, setting a login name and password, configuring permissions, and optional settings including job details, insurance, email server, and access windows.
Overview
This article covers the manual setup process for creating a new employee profile in Cloud 9. When a new employee joins your practice, someone with access to Edit > Setup > Employees must create their profile, including setting a login name, password, permissions, and other details that determine what the employee can access within your Cloud 9 URL.
Note: If your practice has already set up Employee Types in Edit > Setup > Employee Types, selecting the correct Employee Type when creating a new profile will automatically pre-populate the default permissions for that type, saving significant setup time. Setting up Employee Types first is optional but recommended for practices with multiple employees in the same role to standardize permissions by Employee Type. See the Cloud 9: Setting Up Employee Types and Default Permissions article for more information.
Permission Needed
In order to make changes or create a new employee profile in Cloud 9 Software you will need the permissions called "Edit Library Items" and "Edit Employees applied by the practice admin. Cloud 9 Support cannot apply permissions.
Creating a New Employee Profile
Navigate to Edit > Setup > Employees and click the blue + Add button to begin.
Required Fields
Step 1: Employee Type
The first field you must complete is Employee Type. Select the appropriate type for this employee. If Employee Types have been configured in Edit > Setup > Employee Types, the default permissions for that type will automatically populate for the new employee. Please see this article: Setting New Employee Permissions up by Permission Type for more information.
Step 2: Name and Employee Code
Enter the employee’s First Name, Last Name, and Employee Code. The Employee Code must be unique and has a maximum of four alphanumeric characters. No two employees should share the same code.
Step 3: Additional Details
Fill in any additional information your practice tracks for employees. Available fields include Title, Middle Name, Suffix, Greeting, Gender, Social, Birthdate, Addresses, and Contact Info. None of these fields are required but some practices find them helpful to have on file.
Login Details and Permissions
These fields are on the right side of the dialogue window under the Login/Permissions tab.
Step 4: Login Name and Password
Enter a unique Login Name for the employee. No two employees should share the same login name. Then set a temporary default Password. When the employee logs in for the first time, Cloud 9 will prompt them to reset it to a permanent password that meets the listed requirements.
Step 5: Permissions
Review and confirm the permissions for this employee. If an Employee Type was selected in Step 1 and Employee Types have been configured, the default permissions for that type should already be selected. Add any additional permissions this specific employee needs. For more information about what each permission does, see the Employee Permissions List and Granular Employee Permissions articles.
Step 6: When a Patient Is Seated
Use the dropdown beneath the permissions section to choose what happens when this employee seats a patient. Select Nothing if no action is needed, or Open Treatment Card if this employee needs immediate access to the treatment card after seating a patient.
Step 7: Additional Options
The following options can be enabled based on the needs of this employee. These will already be selected if they were configured at the Employee Type level:
- Show Patient Locator: Required for any employee who needs to check in, seat, dismiss, or move patients in the Patient Locator Bar.
- Show Light Bar: Allows the employee to see the Light Bar showing which patients are seated in which chair and where the doctor is.
- Schedule Views in Drop Down: Changes schedule view tabs to a dropdown menu. Useful for practices with many locations.
- Show Age: Displays the patient’s age in the top Patient Menu when this employee is viewing a chart.
- Enable Mobile App: Allows the employee to create a login for the Cloud 9 mobile app.
Step 8: Save
At this point the employee profile is complete and can be saved by clicking the green Save button. Provide the employee with their login name and temporary password so they can log in. The steps below are optional and can be completed now or skipped entirely
Optional Settings
These tabs are available on the right side of the employee profile dialogue window. None of them are required to create a functioning employee profile. Complete any that apply to your practice.
Job Details
The Job Details tab includes fields for Start Date, Termination Date, and Employee Notes. Fill this in only if your practice tracks this information for employees.
Insurance
The Insurance tab is typically only used for practices that configure insurance settings at the employee level for their doctors. Many practices use location level insurance settings instead under Edit > Setup > Locations > Select Location > Insurance tab. Contact Cloud 9 Support if you have questions about which level is right for your practice.
Email Server
The Email Server tab is used if an employee has a different email address than what is configured at the Practice or Location level. If this tab is left blank the employee will use the Practice or Location level email settings.
Note: If an employee does not have the Edit Employees permission, they will not be able to update their Email Server tab when they change their password. This could result in them being unable to send email from Cloud 9. Contact Cloud 9 Support if you have questions about email setup.
Access Windows
The Access Windows tab is used to restrict an employee to specific locations and specific hours. If you want to limit when and where this employee can access Cloud 9, click Restrict Access and use the blue + Add button to add an Access Window. For each window, select the location and set the days and hours the employee is permitted to access it.
Important: When Access Windows are enabled, the employee will not be able to access any locations or patients outside of what is defined. For more information see the Cloud 9: Access Windows article.
Once you have completed any applicable optional tabs, click the green Save button to finalize the employee profile. After you save it and provide them the login name and temporary password, they should be able to login and access Cloud 9.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.