Kalix offers you the ability to add unlimited users to your account. Users can be assigned different access levels (or roles) based on their duties within your practice.
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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.
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.
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.
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.
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.
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).
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.
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.
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.
2) You can change the user's role (access level) by clicking on the Role field.
3) Under Permissions, select or unselect various options.
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.