How to Create a New Staff/User

  1. Click the Search icon.
  2. Type “Staff/Users” into the search bar.
  3. Select “Staff/Users (Administration)” from the search results.
  1. This takes you to the Staff/Users list Click on the New icon.
  1. This takes you to the Staff Details screen on the general tab. Check the Active checkbox to activate this user. If you need to deactivate this user in the future, you can simply uncheck this box without deleting the user account entirely.
  2. Enter the user’s information.
    1. Enter the first and last name of the This will automatically fill in the Display As field.
    2. Enter the user’s Phone Number. This is not required but is recommended. If the user wants to use SMS multiple form factor authentication, this will be the phone number that is used.
    3. For Prescribers: Enter the user’s fax This is required for prescribers.
    4. Enter the user’s Email This is required, as it will be used for multiple form factor authentication.
  1. In the Access Rights section, select the user’s basic rights in SmartCare.
    1. Can Login is required for any staff/users who need to login to SmartCare. When a user locks themselves out of the system by 3 failed login attempts, this will automatically switch to Can’t Login. To ensure a user can login, make sure Can Login is selected.
    2. Can Author/Proxy SmartCare Document – This will allow the user to create documents in SmartCare. This will be required for most users, including any users who provide direct services to clients.
    3. Administrator (Enables the Administration Tab) – CalMHSA recommends NEVER using this. Checking this box will overwrite any user roles the user has assigned and provide them with administrator access.
    4. Allow Remote Access – This will allow a user to access SmartCare from the This is required.
    5. Can Sign Using Signature Pad – If your county uses signature pads, CalMHSA recommends that all users have this checked. This will allow the person to sign documents using a signature pad, rather than using their mouse/touchpad or their password.
    6. Allow SmartCare Mobile Access – CalMHSA is not using this option.
    7. Allow Access To All Scanned Documents – CalMHSA recommends that this option be checked for all This will allow the user to view any and all documents scanned into the system. Since many counties have documents that will be scanned in, you’ll want to allow users access to these.
  2. In the Account section, enter the user’s username and password that will be used to login to SmartCare.
    1. Select how often the user’s password will expire. The options are “Every 3 Months”, “Every 6 Months”, “Every Month”, “Every Year”, and “Never”.
    2. Since this is a new user, you’ll also want to check the “Password Expires On The Next Login” checkbox. When a user forgets their password, you can reset their password by entering a new password here. Whenever you reset a user’s password, CalMHSA recommends checking Password Expires On The Next Login.
  3. Click Note: You must save before moving forward to the next tabs.

NOTE: After clicking Save, click the drop-down arrow next to your name and select Refresh Shared Tables. 

Next Steps in Creating a New User