Users

Last updated:
November 26, 2023

You can add users in Spotlight, to grant access to the whole practice or specific organisations.

Adding users

Add a user

Note: To add a user, you must be logged in as a user with the Practice Admin or Partner user role.

  1. From the main Spotlight screen open the Practice Settings menu then choose Users.
  2. Click Add User, then enter the required information. The following options are available:

    Name - Enter the name of the new user.

    Email Address - Enter the user's email address. This must be an email address not already in use for any Spotlight account.

    Location - If required, enter the user's location. If you enter a location, any organisations that this user adds to Spotlight also user this location.  You can change this setting if required.

    User Role - Choose the required user role.

    Can Access Templates (not available for Read Only users) - To allow the user to access the list of report templates, select this check box.

    Can Manage Templates (Manager, Partner and Practice Admin only) - To allow the user to save report templates, and to give access to the practice-level Formula Gallery, select this check box.

  3. To create the user, click Save.  The user will receive an automated email with an invitation to use Spotlight. Once they have accepted the invitation, you can give them access to any existing organisations.

Add or remove the user's access to organisation(s)

Single organisation access

  1. From the main Spotlight screen, locate the required organisation, select the three dots, then click Manage Users.
  2. To give or remove access, select or clear the check box for the required user, then click Save.

Note: Only users with the Practice Admin, Partner and Manager user roles can add or remove user access to organisations. Partners and Managers must have access to the organisation in order to add or remove user access.


Multiple organisation access

  1. From the main Spotlight screen, open the Practice Settings menu then choose Users.
  2. Click the required user, then to give or remove access, select or clear the check box for the organisations.
  3. To save the changes, click Save.

Note: Only users with the Practice Admin and Partner user roles can access the Users page. Administrators have access to all organisations and cannot be removed from any organisation.

User roles and permissions

Spotlight Sustain has five user roles:

Action Admin Partner Manager Standard Read Only
View/access organisations All
Invited orgs only* Invited orgs only Invited orgs only Invited orgs only
View current and published reports Yes Yes Yes Yes Latest report only
Manage organisation:

VIew/edit organisation settings
Invite Customer Care
Edit reports
Publish reports
Share reports with others
Yes Yes Yes Yes
Add/remove users from organisations

Add/delete organisations
Yes Yes* Yes^
Access templates If setting is enabled If setting is enabled If setting is enabled If setting is enabled
Manage templates If setting is enabled
If setting is enabled If setting is enabled
Manage user accounts Yes Yes
Access practice settings Yes
Edit and save organisation level formulae Yes Yes Yes Yes
Edit and save practice level formulae If Manage Templates is enabled If Manage Templates is enabled If Manage Templates is enabled
Billing* Yes
General Yes
Report Covers Yes


Additional information


View/access organisations


*Partners can only see organisations they have access to in the main dashboard. However they can give themselves access to any organisation by going into Practice Settings > Users.

Add/remove users from organisation

*Partners can add or remove users from any organisation by clicking on the user’s name in Practice Settings > Users. They can also add or remove user access from any organisation to which the Partner has access, by clicking the Manage Users link under the organisation name.

^Managers can only add or remove users from an organisation that the Manager has access to.


Managing users


Note:
Only users with the Practice Admin and Partner user roles can manage user settings.

You can update user permissions and details at any time.

  1. From the main Spotlight screen open the Practice Settings menu then choose Users.
  2. Click the name of the user, then change the settings as required. For information about the options available, please refer to the Add a user section.
  3. To save the changes, click Save.

Force a password change


If required, Admin users can force a password change for a particular user.

Note: This option is only available to users with the Practice Admin user role.

  1. From the main Spotlight screen, open the Practice Settings menu then choose Users.
  2. Click the name of the user, then click the 'Reset this user's password' button.

The user then receives an email with instructions to update their password. Until they do this, they will be unable to access Spotlight.

Deleting Users


Note:
Only users with the Practice Admin or Partner role can delete users.

  1. From the top right-hand corner of the main Spotlight screen open the Practice Settings menu then choose Users.
  2. Click the name of the user, then in the window that appears, click Delete.

Changing a Password


To change your password:

  1. From the top right-hand corner of the Spotlight screen click My account, then click Change Password.
  2. Complete the Change Password screen with your current and new password, then click Update Password.

If you haven’t found the answer to your query, you can also contact our support team.


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