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How to add and manage Users

The Users section in Helix lets you add and manage staff accounts for your clinic. Each user profile defines their role, permissions, department, and access level, ensuring every team member can log in securely and perform only the tasks relevant to their position.

🌐Overview

In Helix, every person who uses the system — from receptionists to doctors — must have a user account.
This section helps you:

  • Create and manage logins for all staff members.

  • Assign roles and departments for access control.

  • Manage user details, licenses, and permissions.

  • Reset passwords or remove access when needed.

🧭 Navigation

Control Panel → User Settings → Users

Screenshot 2025-11-04 at 5.20.59 PM

 

🛠️ How to Add a User

1️⃣ Click ➕ (Add) on the top-right corner.
2️⃣ Fill in the form with the user’s details:

  • Branch: Select the branch the user belongs to.

  • Full Name: Use the person’s full or display name as it should appear in the system.

  • Username: Create a unique login name.

  • Password: Must be 8+ characters long and include at least 1 number, 1 uppercase, and 1 lowercase letter.

  • Mobile and Email: Used for communication and password recovery.

  • Department: The department this user belongs to.

  • Role: Choose from the existing roles (configured in the Roles section).

  • Appointment Interval (optional): For service providers only — overrides the default calendar slot length.

  • Salary Ledger (optional): Assign the correct ledger if salary mapping is used.

3️⃣ For Medical Providers (Doctors, Nurses, or Licensed Professionals):

  • DHA License Number:

    • Doctor → DHA-P-<number>

    • Nurse → DHA-N-<number>

  • Eclaim Clinician Credentials (optional): Add if the user will issue e-prescriptions from Helix (use the clinician gateway login).

4️⃣ Click Submit to save.

📋 What You’ll See in the List

Columns displayed:

  • Branch

  • Department

  • Name

  • Username

  • Mobile

  • Email

  • Role

  • Notes

  • Created On

Tools available:
🔍 Search-as-you-type (top-right)
📤 Print PDF / Export to Excel (top-left)
🔢 Pagination (bottom-right)

Row actions (⋯):
✏️ Edit User
🔑 Reset Password
🗑️ Delete User

⚠️ Delete vs. Data Retention

🗑️ Deleting a user removes their login access and hides them from dropdown lists, but:

📁 Their clinical and financial records remain intact, including invoices, notes, and history for full auditability.

🔎 You can still find historical data tied to deleted users in reports or search results.

💡 Tips & Best Practices

  • Assign clear roles — permissions are inherited from roles, not individual users.
  • Set Appointment Intervals per provider to match their real schedule (e.g., 15 or 30 minutes).
  • Ensure strong passwords and unique usernames for every staff member.
  • Always confirm the Salary Ledger mapping with Accounting before activating payroll integration.
  • Review the Roles KB article to understand how permissions interact with user access.