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Inviting Users To Your Account
Inviting Users To Your Account

How to add other users to your account and assign different access levels and permissions.

Updated over a week ago

Kalix gives you the ability to add unlimited users to your Kalix account and assign them different access levels based on their roles/responsibilities within your practice.

With different access levels, you can ensure that each user has the appropriate level of access to perform their duties efficiently.

Contents


User Access Levels (Roles)

There are four access levels or roles available in Kalix:

  • Clinical

  • Supervisor,

  • Administrative

  • Director

Each role has default access already set and can not be changed. What can be changed are the permissions. To view the default access for each role, click here.


Understanding each role's default access

The access listed in this table, in general, cannot be changed. Account Directors can add or remove additional permissions to certain areas of Kalix, such as billing and document templates.

Clinical

Supervisor

Administrative

Director

Calendar & Appointments

Can enter create their own available and blockout days if the "edit their own availability" permission is enabled.

If the permission is not enabled, they can block their schedule by creating day-long events on their calendar or using the unavailable appointment type.

Can view all users' appointments but can only edit their own.

Can enter create their own available and blockout days if the "edit their own availability" permission is enabled.

If the permission is not enabled, they can block their schedule by creating day-long events on their calendar or using the unavailable appointment type.

Can view and edit all users' appointments.

Can edit their own availability and other user's availability.

Can Blockout their calendar and blockout other users' calendars.

Can view and edit all users' appointments.

Tasks

Cannot see other users' tasks.**

Can create, view and edit their own tasks.

Can not see other users' tasks.**

Can create, view and edit their own tasks.

Can create, view, and edit all user's tasks.

Can create, view, and edit all user's tasks.

Clients, Contacts & Referrals

Can create and edit all clients, contacts, and referrals. Unless the permission -"Access only assigned clients" is enabled

Can create and edit all clients, contacts, and referrals.

Can create and edit all clients, contacts and referrals.

Can create and edit all clients, contacts, and referrals.

Templates & Documents #

Can view all users' ^ documents but can only edit their own.

Can view all users' ^ documents but can only edit their own.

Can view all users' ^ documents but can only edit their own.

Can view and edit all users' ^ documents.

Billing & Payments

Cannot see other users' bills and payments.*

Can edit & view their own bills and payments.*

Can view all users' bills & payments but can only edit their own.*

Can view and edit all users' bills and payments.*

Can view and edit all users' bills and payments.*

Messaging

Can only view and reply to their own messages.

Can view and reply to all messages.

Can view and reply to all messages.

Can view and reply to all messages.

Account Settings

Hidden

Hidden

Can edit location and appointment settings.

Cannot edit messaging & subscription settings.

Full Access

Add/Remove Users

No

No

No

Full Access

* If the bill feature is not hidden from the user

** If view all tasks is not hidden from users

*** If Edit Availability is enabled


Permissions

When inviting new users to your account (directors only), there are additional permissions you can customize per user, irrespective of their access level.

Access Billing

Hide the entire billing feature for selected users. To do this, unselect Access Billing when inviting a new user to your account.

Show Billing Overview

Hide the overview of billing and the ability to export bills in bulk from a selected user.

Access Documents

Hide the documents from selected users. To do this, unselect Access Documents when inviting a new user to your account.

Edit Document Templates

Unselect to prevent a user from creating and modifying document templates.

Edit/Send Other User's Documents

Select to allow users to edit and send documents they did not create or are not associated to a clinician.

Show on Calendar

Hide specific users as schedulable clinicians on your appointment calendar. To do this, unselect Show on Calendar when inviting a new user to your account. Disabling "Show on Calendar" is recommended for staff who are not clinicians or anyone who doesn't need to take appointments.

Can Delete Appointments

Unselect to prevent a user from deleting appointments.

Edit Own Availability

Unselect to prevent a user from seeing and changing their own availability.

Edit All Tasks

Unselect to prevent a user from seeing and editing other users' tasks.

Access Only Assigned Clients

Select to prevent users from accessing and editing clients that are not assigned to them—supported for Clinical Users only.


Inviting New Users to Your Account

If you have the role of director, you can invite other users to your account (set up a multi-user account).

Note: for security purposes, pending invitations expire after seven days. If an invited user does not accept their invitation before this time period is up, you will need to send a new invitation.  
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1) To invite a new user, click on the settings tab (your practice's name) on the top menu bar, then select User Management

2) Click on the + Invite button (shown above) under the Users section.
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3) In the pop-up window, enter the new user's log-in email and select their access level or role (see the table above for details). 

4) Enable and disable the desired Permissions (see the link for details). 

5) Click on Save to invite.

6) You should now see the new user as a pending invitation (shown below).
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Revoke or Resend Pending Invitations

Kalix supports two options for editing a pending invitation (an invitation that hasn't been accepted yet). Click on the menu icon (3 vertical icons) to view these options. 

Revoke invitation - removes the invited user's ability to accept the pending invitation. 

Resend invitation - can resend an invitation to an invited user e.g., if you have lost their invitation.  
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Accepting Invitations

Now, it is up to the new user to accept your invitation. 

1) Your new user will receive an email asking them to join your account.

2) This email will contain a web link. They need to click on this link to join your account.


If the user is new to Kalix

If the new user has never registered for Kalix before (using the invited email), complete the below steps:

1) When they click on the email link, they will be taken to the Kalix Registration page.


2) Next, they should enter their email address, name, and a secure password.

3) They should read the Terms and Conditions and Privacy Policy before clicking Register. 

4) They can now access your account.


If the user has an existing Kalix account under this email

If the new user already has a Kalix account (including a previous trial account), they should follow the steps below:

1) The link navigates to Kalix's log-in page (if they are not already logged into Kalix)


2) After logging in, they will be directed to Kalix's User Management page.

3) Under the Invite Requests section of this page, click Accept.


Viewing Users in Your Account

You can view the other users in your account via the User Management page, under settings (your practice name) on the top header. Scroll down to the section Users.
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Modifying User Access & Permissions

Directors can modify other users' permissions and roles (access level) within their accounts. 

1) Under the Users section of the User Management page, click on the menu icon (3 vertical dots), followed by Edit User Access.
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2) You can change the user's role (access level) by clicking on the Role field.
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3) Under Permissions, select or unselect various options.


Creating, Editing & Assigning User Groups

Kalix allows users to be assigned to specific groups known as User Groups. User groups can be used to categorize providers by their specialty area, geographic location, or any other common factor.

User groups are employed by several different features in Kalix, including:

  • Filtering the appointment calendar

  • Creating custom filters for online scheduling,

  • Generating reports (Appointment, Billing & Payment Reports)

  • Managing tasks

1. To create, assign and edit User Groups, navigate to your User Management page under Settings (your practice name).

2. Click the three-dot menu icon next to the user you want to assign to a group.

3. Next, select Edit User Groups (as shown below).

4. In the pop-up window, if you have any existing user group/s, you can assign them to the selected user.

5. If you haven't created any user groups yet, want to create new ones or edit existing groups, click the Manage Groups button.

6. The Edit User Groups window will appear. The following actions can be completed here:

  • Create new user groups by clicking on the plus button (Add Group)

  • Delete user groups by clicking on the cross.

  • Edit the name of user groups by clicking in its field.

    Note: these changes and new groups will be available for all users in your account.

7. Once you are done, click Save.

8. Kalix will navigate back to the Assign User Groups window.

9. Select the user group/s you wish to assign to the selected user and click Save.


​ To learn more about user groups, please click on the button below:


Removing Users

To remove a user from your account, click on the Remove User button at the bottom left in the Edit User Access window.  

 


Editing Other Users' My Details Page

If you are your account director, Kalix also allows you to edit other users ' My Details page. 

1) Under the Users section of the User Management page, against the specific user you wish to edit, click on the menu icon (3 vertical dots).

2) Click on Edit User Details.

3) Kalix will take you to the user's My Details page. Make your changes and click save.


Inviting Kalix Support to Your Account

We may need to temporarily access your account to diagnose and resolve the support issues you have raised. Our access automatically expires after seven days, and you can also revoke this access at any time.

To grant us access, navigate to the User Management page and scroll down to the bottom. Under the Kalix Support Account Access section, click the checkbox.

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