Keywords: access windows, employee access, restrict access, locations, business hours, security
Summary
This article covers how to set up Employee Access Windows in Cloud 9 to control when and where employees can log in, including how to restrict access by location, day, and time to keep your system secure during non-business hours.
About Access Windows
Employee Access Windows allow you to control when and where employees can access Cloud 9. You can restrict access by location, day of the week, and specific hours, which helps keep employee accounts secure and prevents access outside of designated business hours.
Setting up Access Windows
To view the Access Windows settings, go to Edit > Setup > Employees, select the desired employee and then click Edit. This opens the Employee's profile. On the right hand side there are tabs to choose from. Click the Tab that says Access Windows. This will allow you to enable or adjust Access Windows.
Once arriving at the Access Windows tab, there are three buttons available at the top. Let's review the first two and what they cover.
- Restrict Access: Selecting this button in the upper left, (so that the checkmark appears) will enable/disable the Access Windows. If after-hours access is ever needed, you can uncheck this box temporarily without losing the rules you have already set up. Simply recheck the box to reinstate them when after hours access is no longer needed, if applicable.
- Note: If Restrict Access is checked but no Access Windows have been added, the employee will be locked out at all times.
Add Access Window: Click Add Access Window to create a new window. Note: You must have Restrict Access checked before this button becomes available.
Each Access Window has the following fields to complete:
- Location: Click the blank box under the Location column and use the dropdown to select the location this access window applies to.
- Note: If an employee is restricted to one location, they will not be able to schedule appointments or modify patients at any other location. If they need access to multiple locations, each location must be added as its own separate Access Window on this same screen.
- Note: If an employee is restricted to one location, they will not be able to schedule appointments or modify patients at any other location. If they need access to multiple locations, each location must be added as its own separate Access Window on this same screen.
- Start time/End time: Set the hours during which the employee is allowed to log in.
We recommend adding a small buffer on either side of the employee's shift in case they need to come in a little early or stay a little late. If they attempt to log in outside of these times, they will receive an error message and will not be able to access Cloud 9, (screenshot below.) The error message will say: 'This user isn't authorized to login to any location at this time.'
Note: Start and end times must be completed for each Access Window or they will not take effect properly. Make sure to select AM or PM as appropriate when entering times.
- Days: Use the checkboxes under each day column to select which days this Access Window applies to.
Example of a Completed Access Window Setup
Here is an example of what a completed Access Window list might look like for an employee who works across multiple locations:
- Anniston: Monday through Friday, 8:30 AM to 6:00 PM
- Canton: Wednesdays only, 8:00 AM to 1:00 PM
- Atlanta: Monday through Friday, 7:45 AM to 5:30 PM
Because this employee has access to three locations, when they log into Cloud 9 they will only see those three locations available to select. They will not be able to view any patient information or location data outside of their assigned Access Windows.
Make certain that you remember to save your selections by hitting Save prior to exiting the Access Windows screen.
- Remove Access Window: This last button in Access Windows tab will remove the selected access window from the employee's login. You must click the selected Access Window first, then click Remove Access Window to remove it. Make sure to save your changes after removing or adding any Access Windows.
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.