Adding and Editing Account Users

This allows them to securely access your Zanda account using their own email address and unique password. It is also possible to set up two-factor authentication for an additional level of security.

0:43 Master User & User Management

To create a new user profile, you need to be a master user/the owner of a Zanda account, or a user with specific permissions to access the settings menu.

Click Settings, and the settings springboard will open. On the settings springboard, go to the Team category and click Users.

The user management settings page will open. Here, you will see a list of existing user profiles. The top user on the list will be the master user, who has full access to all account settings.

1:21 Creating New Users

Now, we need to create a new user profile. To do that, click Add New User. The user settings page will open, where we will fill out the necessary fields.

In the Name field, enter the person’s first and last name. In the Email field, enter their email address.

1:51 Linking Practitioner Profiles

This email address will be used as their username when logging in. If this person is a practitioner in your Zanda account, we will link their user profile to their practitioner profile.

To do this, select the practitioner profile you have created for them. Next, choose the user’s Access Level – either Administrative or Clinical.

In this case, we are creating a profile for a practitioner, so we will select the Clinical access level.

If you are creating a user profile for an admin, receptionist, accountant, or practice manager, you do not need to link them to a practitioner profile. Instead, select Administrative access.

2:44 Defining Permissions

I’ll switch back to the Practitioner calendar and select Clinical access level. Now, we will define permissions for this practitioner.

There are various permission levels available. If you’re unsure what each one does, hover over the name to see a tooltip explanation. We also have a detailed Knowledge Base article that explains each permission in depth. Let me briefly enable some permissions that are essential for practitioners. For example, enabling the People Menu allows a practitioner to access client profiles and view client details. They may also need permission to Edit Appointments, such as changing appointment flags, status, or location.

They may also need permission to Draft Session Notes. Without this, they will only be able to save notes as Completed without the option to draft them. Additionally, you can grant permission to Edit Invoice Charges on appointments, or leave this task for the admin team.

Review each permission carefully and define the appropriate access level for your users.

4:36 Invitation Email & Registration Status

Once you’ve added the user details and enabled the necessary permissions, the next step is to send an invitation email to the user. Click this button, and the invitation email will be sent to the email address you entered for the user.

The user will receive an email containing a link to set up their password.
Once the user clicks the link and sets their password, their registration will be complete, and they will be able to access the Zanda account. After the invitation email has been sent, and the user has received it and set up their password, their registration is complete.

If you go to Settings > Team > Users, you can check the user management page to see which users have accepted the invitation and completed registration and which have not. Users who have completed registration will have their name listed. Users who received an invitation but haven’t completed registration yet will have Invited displayed next to their name.

Let’s check the status of the user we just registered, Matt. If we click on his name, the registration page will open, showing that some options have changed. If we scroll down, we no longer see the Send Invitation Email option. Instead, we just see Save. This is in case we need to update any settings, such as adding more permissions, which can be done at any time.

7:11 Two-Factor Authentication (2FA)

You can also help a user reset their password or enable Two-Factor Authentication (2FA). To require 2FA, enable this switch and save the change.

The next time Matt logs into his account, the system will prompt him to complete the 2FA setup.

8:43 User Management Page

Now that we’ve added a new user, let me show you some additional information about managing users in your account. We are still on the User Management page. Here, you can see a list of all active user profiles. As mentioned earlier, the first user in the list is the Master User, who has full permissions.

If you click on the master user’s name, you will see that their account settings cannot be edited by other users. If you enable the Show Inactive Users switch at the top right, the system will display deactivated users. This provides a historical record of past users. If someone returns to work, you can simply reactivate their profile instead of creating a new one. Turning off this switch returns you to the list of active users.

Without opening a user’s profile, you can quickly see their assigned permissions, whether 2FA is enabled, their username, and whether they are linked to a practitioner profile. If you need to edit a user profile, click their name or the Edit button next to their entry. After making changes, click Save.

Once a user’s profile is updated, they must log out and back in for the changes to take effect. Since Zanda is an online tool, updates require the user to refresh their session by logging in again.

Now, let’s look at the User Settings tab. As a Practice Owner or Practice Manager, you can configure additional settings for users. By default, you control all settings, but you can grant practitioners limited autonomy by allowing them to manage their practitioner profile. If you’re unsure what a setting does, click the small (i) information icon next to it. If enabled, practitioners can manage their Zoom Integration, Online Payments (Stripe), Available Services, and Availability Settings.

You can also allow users to assign practitioners to clients. In a multidisciplinary practice, multiple practitioners may be involved in a client’s care. The Primary Practitioner can assign additional practitioners to a client, granting them access to clinical records and session notes.

It’s up to you to decide the level of access for each user. Once all settings are configured, save the changes. Now, let me show you how this works in practice.

16:19 Practitioner View

I am logged in as a Practitioner with the permissions we just enabled. Since I have access to my Practitioner Profile, I can manage my Zoom account Integration, Stripe Payments, Available Services, and Availability Settings.

That’s all for now! I hope you found this tutorial useful. Stay tuned for more tutorials, and I’ll see you next time.