ℹ️ Learn how to add and manage staff user profiles in your Digitail account so your team can effectively centralize internal workflows, maintain accurate records, and facilitate all-in-one practice management.
Access required to add, edit, or delete users
Only Administrator roles in Digitail can add, edit, or delete other users/staff members. If you are unable to see the necessary buttons to follow this workflow, please speak with your Clinic Administrator to update your User Role and Permissions.
Overview: add, edit, or delete users
How to Add Users
Click on your Profile Image on the top right corner of your screen and select Administration from the dropdown menu, then choose Team from the menu on the left. From the top right corner, click on the blue (+) Add New User button.
Begin by filling out the required profile information; the minimum required fields include:
First Name
Last Name
Email (email a User will use to Log into Digitail)
Phone
User Type (User Title/Function at the Clinic)
Role (defines the Users Digitail permissions and access); check out this article for more information on Setting up User Roles in Digitail
Password (Password the User will use to log into Digitail for the first time); you will also need set an initial password. Users can later Change their Passwords by following these instructions.
👉 We also recommend completing the Title field as it will appear in front of the Users name on the Platform, on Record Summaries, and on the Online Booking System.
User Type
Selecting the correct User Type ensures that Users have access to the correct features in Digitail.
Users marked as Veterinarian have access to the following features:
Ability to prescribe medication
License and Stamp/Signature fields
Users marked as Veterinarian, Technician, or Groomer will also be displayed in the Team section of the Online Booking page (as displayed below)
Role
Role refers to the permissions and access rights that the User has in their Digitail account. All Permissions (except the default Administrator role) are customizable, so clinics can decide what level of access specific User Roles should have.
Find out more about Roles and Permissions here.
Other Settings
You can also select whether the User should be available for online appointments (unchecking the box will ensure your user is not available for online appointments via the public calendar or pet portal).
You can also choose if you want to show the staff in the staff filter of the calendar by toggling the "Calendar visibility" off. This is especially useful if you have a lot of staff and some are unproductive. This will increase your calendar usability and performance.
If the user's schedule does not differ from the clinic's schedule, then you should choose to check the "Automatically create user shifts based on the clinic schedule". This will create published shifts in the new team scheduling based on the already definef clinic schedule.
Additionally, you can decide whether the User will have an Individual Chat account and/or add their video call link which can be used for telemedicine appointments or other client video calls from the Chat.
User Visit Types
You can customize a User's available Visit Types only if the Available for appointments button is activated. Then, go through and select all the relevant appointment types by checking the box next to each type, or by activating the entire category.
The available appointment categories/types are unique to each location and set up during your onboarding with Digitail. For more information on how to set up appointment categories, please check out this article.
How to add users to multiple locations
If you are on a multi-location setup, your Users may be added to each of your multiple locations, while maintaining unique Roles and Permissions in each location.
Users assigned to multiple locations, will have a single account login. From within their account when clicking on their Profile Image, Users will be able to toggle between their locations.
The User's name, email, phone number will be the same across locations, however their User Type and Role will be location-specific. The option for turning on Available for online appointments is also unique to a location.
Find out more about Multi-locations workflow here.
Adding Users to multiple locations
Adding en existing user to multiple locations can be done from the Team page.
In the 'Add new User' form, you will see a section to define access and roles across all the locations in the group. By default, the current location you are logged in will be selected (and you can't remove it), but you can either add an other location using the plus button on the right side, or click on the 'Add All Locations' for a bulk action.
📌 You can only add users to the locations/clinics that you have access to. For example, if the group has 25 locations, but your user only has access to 5 of them, you'll be able to add new users only to those 5 locations.
You'll still need to select the Role for each Location the new user has access to, as each location might have different roles available, or a specific user might require different permissions in different locations (they could be an 'Administrator' in one location, and a 'Doctor' in another one).
An existing user can be given access to other locations from the same place. Simply go to the Team page, click on edit next to the specific user. From here you can view all the locations they already have access to and update their Roles if needed, or you can add new locations for them to have access to and select their roles in those locations.
📌 You can not remove their access from a location from here. If you need to remove their access, you need to disable the user from each location, one by one, as explained below.
Update or Delete Users
Scroll to the Actions section to the right and click on the Edit button. Update any fields in the User Profile and click Save.
To delete a user, press the red button at the very end and select to either Disable or Delete your user.
📌 The user will be deleted, while all their past appointments, records, and actions in Digitail will remain unchanged.
📌 If you only want to disable the user for some time, click Disable. They won't be able to log in anymore, but you can restore their account later - this is useful for relief staff, for example.
Restore or Enable Users
You can restore a Deleted user by clicking on the Edit button and selecting the Restore option.
You can also enable a user that was Disabled by clicking on Enable from the Schedule Options button.
