NOTE: Access to the Administration tab and the administration of users is permission-based.

Creating a New User

1. Select the ‘Administration’ tab (see Figure 1 below)
2. Select ‘Users’

Active Users are displayed in the top section, Inactive Users are hidden but can be accessed using the dropdown in the bottom right-hand corner (see Figure 2 below).

3. Click the green plus to add a new user (see Figure 4 below)

4. Full Name – this name will appear on documents

5. File As – will populate automatically using the tab key

6. Initial – type in name initials

NOTE:  Users can’t have the same initials/username as another user - the following message will appear (see Figure 3 below)

7. Job Title – this will appear on documents

8. Active – this will automatically be ticked on

9. Office – select the appropriate office (if there is only one Office set up, this will be the default)

10. User Name – same as name initials

11. Roles - select the role/s for the user

Adding Addresses

1. Click the green plus to add addresses (see Figure 5 below)
2. Address – can be a home address for your records only
3. Phone Number – direct dial can be added to documents (ensure 'Main Phone' is ticked on)
4. Email – can be added to documents, please ensure this is correct or the user cannot log in (ensure ‘Main Email’ is ticked on)

Time Rates

Double-click on the rate to add/edit the current time rates or click on the cog icon (see Figure 6 below).

Choose the date the time rates are to be effective. Type in the Hourly Rate. The Unit Rate will be automatically calculated from this – each user should have a Standard rate, all other rates are optional (NOTE: firms customise their own rates) – click ‘OK’ (See Figure 7 below).

A warning message will appear as below (Figure 8), even if you choose today’s date, click ‘Yes.’

If setting up a user that will start (say) next week, use the calendar icon to set Time Rates instead (see Figure 9 below).

Select the date, add hourly rates as above and click ‘OK’ (see Figure 10 below).

TIP: Use this option near the beginning of the new calendar year to ensure that time rate changes take place seamlessly.

The Rate types are set in the Administration Tab > Manage Codes > Time Rate Types (see Figure 11 below).

Budget

1.            Select the green plus to add (see Figure 12 below)

2.            Select the month and the year

3.            Time – monthly hours

4.            Fees – monthly fees

5.            Save & Next to add next month

6.            Figures will carry over, make changes as necessary

7.            Select ‘Save & Close’ when finished

Figure 12.

Figure 13.

NOTE: Time Rate and Budget changes can be uploaded in bulk - see our article here 

Signature

• Select the Signature tab on the user profile.

• Click on Choose Signature to upload the user’s signature image.
• Select the required Signature image from your local drives.

Once uploaded, the signature will be available for use in documents.

There is also the option to control signing permissions between users:

• Authorised Signers - select users who can sign on behalf of this user
• Delegated Signatures - select users this user can sign on behalf of

Note:  If changes are made to a user’s authorised signers or delegated signatures, saving the user profile will update these permissions across all affected users.

For detailed instructions on creating signature files, see the Creating Signatures section of the Document Assembly Manual (pages 101-102).

Save & Close

If no email address for the user has been added or if the email address has not been marked as "Main Email", the following message will appear upon Save & Close (see Figure 14 below). Select ‘Yes’ to continue editing and add the user’s email in the address tab.

On-premise clients will be prompted to set the login password for the user (see Figure 15 below). Please make a note of this password.

The user’s login for OnePractice is the User Name (usually initials) and the password you have set (see Figure 16 below).

Cloud clients will be presented with the following message (see Figure 17 below).

NOTE: Please record the password given before clicking ‘OK’ as the new user will require this password to log in for the first time. The user can change the password after the first login.