Hey, Pros!

In this article, we will walk through how to manage clients and team members in Heads Up using the Manage Users activity.

Important Note: Only Team Members with the role of Admin have access to the Manage Users activity. For more on managing roles, please check out this article, or skip ahead in this article.

If at any point you have questions, please reach out to our support team by email or by using the little blue circle with the white smiling message icon in the lower right corner of the app.

This document was last updated on February 29, 2024. If you notice anything out of sorts or erroneous please let us know.

Open the Manage Users activity by clicking Manage Users in the left-hand menu.

The Manage Users activity is where you will manage Clients and Team Members accounts:

A user can be in one of three states: Active, Pending, or Archived, and each state comes with its own view. You can toggle the various views by using the Show menu:

Note: Clients on the pending and archived lists do not count against your client total.

The Active view is the default view and will be the main view used throughout this article. All clients in the active view will appear on your Clients table.

The Pending view is reserved for users who have been sent an invitation and have not completed their registration, or for clients who have completed the custom sign-up page registration and are waiting to be accepted into your organization.

From the Pending view Select an action menu you can:

The Archived view is for users that have been archived. User accounts in an archived state are placed in a read-only mode, where they cannot add or interact with the data in the system.

From the Archive view Select an action menu you can:

To manage clients, click the Clients tabs.

The Clients tab is where you will:

The Select an action menu can be triggered by clicking the checkbox to the far left of the client's name. The menu will appear at the top of the table.

The Select an action menu is where you can:

Some of the actions can be applied to multiple clients at once:

To edit client information, click the pencil icon on the far right of the client's row:

From there you can edit inline:

Once you've made changes click Save, or click Cancel to cancel any changes.

You can also check the box to the far left of the client's name to trigger the Select an action menu and choose Edit User from the menu:

To add a new client directly into the system, click Add Clients to open the Create New Clients form:

The client's First Name, Last Name, Email, Date of Birth, and Sex at Birth are all required fields:

Optionally, you can add Tags, an External ID, or require the client to register by sending a Registration Code:

Tags are used to separate clients into different groups. You can create new tags or use existing ones to group your clients. This makes them easily filterable on the Clients table and in Signals.

External ID allows you to store an identifier from an external system that can be extracted for reporting purposes.

Checking the box sends the client an email with a registration code and a link to a registration form:

Important Note: You can view or send a registration code at any time using the Select an action menu.

You can add as many users to the system at one time as you would like.

Click the Add Another button to add one user at a time or use the Add More button to optionally add 5, 10, or 15 at a time. To remove the form field click the trash can icon:

When you're ready, click Create Account or Create Accounts if you are creating more than one at a time. If all goes well you will see a confirmation message: Success! Clients have been created!

To invite clients by email, click the ellipses to the left of the Add Clients button and click Invite Client By Email:

You can invite more than one client at a time. Optionally, you can adjust the message the client receives in the email.

When you're ready, click Invite and the invitation email will be sent.

Note: the client’s account will only be created when the user has accepted and completed the email invitation workflow.

Once the client has completed the email invitation workflow they will land on the Active list and the Clients table.

For more on how to import clients from a CSV file, please refer to this article: How do I bulk import my Clients?

You can edit which pieces of client info show on the table using the Columns menu. Uncheck the value to remove it from the table:

You can also rearrange the columns by clicking and dragging the column title left or right.

To manage team members, click the Team Members tab.

The Team Members tab is where you will:

To add a new team member directly into the system, click Add Team Member to open the Create New Members form:

Enter the team members's First Name, Last Name, Email, and choose their Role:

The 3 available roles that you can assign to a Team Member during account creation or the invite process are:

For more on roles, please check out this article: Understanding Team Member Roles

Send Registration Code

Checking the box sends the team member an email with a registration code and a link to a registration form:

Important Note: You can view or send a registration code at any time using the Select an action menu.

You can add as many users to the system at one time as you would like.

Click the Add Another button to add one user at a time or use the Add More button to optionally add 5, 10, or 15 at a time. To remove the form field click the trash can icon.

When you're ready, click Create Account or Create Accounts if you are creating more than one at a time. If all goes well you will see a confirmation message: Success! Team Members have been created!

To invite team members by email, click the ellipses to the left of the Add Team Members button and click Invite Team Member By Email:

You can invite more than one team member at a time. Optionally, you can adjust the message the team members receive in the email.

Choose the team member role or roles, add their email, and when you're ready, click Invite and the invitation email will be sent.

Note: the practitioner’s account will only be created when the user has accepted and completed the email invitation workflow.

Once the team member has completed the email invitation workflow they will land on the Team Members Active list.

To edit team member information, click the pencil icon on the far right of the team member's row:

From there you can edit inline:

Once you've made changes click Save, or click Cancel to cancel any changes.

You can also check the box to the far left of the team member's name to trigger the Select an action menu and choose Edit User from the menu:

To update a team member's role or roles, use the dropdown selector under the Roles column. Check the box to add a role, and uncheck a box to remove a role:

The team member's role will be updated automatically.

For more on roles, please check out the article: Understanding Team Member Roles

If you have questions or things didn’t work out as planned, please reach out to us at support@headsuphealth.com or use the little blue circle with the white smiling message icon in the lower right corner of the app, and we will be more than happy to help.

Thank you!