This section discusses how to edit an existing staff member's information and add a new staff member to the Clarity system, including the following capabilities:
- Enter Identifying information (e.g. username, password, etc.)
- Configure Additional Agency Access settings
- Configure department settings
- View last executed reports
Editing Staff Member Information
Go to Launchpad > Manage > Staff. To begin editing an existing staff member’s information, you must first search for the staff member using the Search feature.
Notice that you can narrow your search by selecting the Show Advanced Search Options. For details on these search options, see Managing Staff Information – Overview.
Once you locate the staff member, mouseover the row containing their name and select the Edit icon that appears to the left.
This will take you to a screen where you can modify any field listed. Descriptions of each field are provided in the sections below.
Adding A New Staff Member: Staff
To add a new staff member, select the Add New Staff Member link located at the top righthand corner of the center screen. This will take you to the Add a New Staff screen where you can begin entering the new staff member’s information.
The first four rows of the Add a New Staff screen allow you to enter the new staff member’s username, first name, last name, and email address.
The username is typically all lowercase, starting with their first initial and followed by their last name. For example, Bob Smith’s username would be ‘bsmith’. The username must be unique, if it is not the page will not let you save.
Here you can apply the appropriate Access Role to the new staff member. If you need information regarding how to create a new Access Role that pertains to a particular staff member, please visit the Creating Or Editing An Access Role page. The Access Role applied will determine the staff member’s editing, creating, and viewing capabilities within client records.
Here you can enter the agency where the new staff member will be working.
This is where you can label a staff member as Active or Inactive. Active will allow them to use the Clarity Human Services system in accordance with their Access Role; Inactive will remove their access capabilities.
You will also notice a third option: Locked. The most common occurrence of Locked is when a user enters an incorrect username or password more than three times. When this happens, they will see a notification that they are banned from the system.
You can grant them access again by changing their status to Active and providing them with a temporary password. You must also toggle the switch User will be required to change password on next login—this will allow them to create their own password when they log in again.
Auto Suggest Feature
When enabled, the Auto Suggest feature allows the staff member to enter only partial names when searching for a client. For example, if they are searching for Mick Costello, the staff member could enter Mic Cost in the search field and suggested names would appear, making it much easier to find the correct client.
The Profile Override option allows you to choose the client profile screen that your new staff member will use when they are logged into the system.
Two-Factor Authentication (2FA) is a form of multi-factor authentication intended to confirm a user's identity by utilizing a combination of identifying pieces of information to successfully login to the system. By toggling the switch in the Add A New Staff screen, you will be enabling 2FA for this specific user. To learn about configuring 2FA system-wide refer to the Configuring Two-Factor Authentication (2FA) article. To learn more about how staff members will set up 2FA if it is enabled, check out the Working with Two-Factor Authentication (2FA) article.
- Force Password Change: Selecting User will be required to change password on next login will allow them to create their own password when they log in again.
- Password: Enter a default password.
- Confirm Password: Confirm the default password.
A password must meet the following criteria:
- Password must be 8 characters or longer
- Password must contain at least one uppercase character (A through Z)
- Password must contain at least one lowercase characters (a through z)
- Password must contain at least one number (0 through 9)
- Password must contain at least one non alphanumeric characters (such as !,$,#,%)
- Password must not contain spaces
- Password cannot be the same as the three (3) prior passwords used for the login account
- Password cannot contain the name of your Clarity instance
- Password cannot contain the word 'clarity'
- Password cannot contain the user's First Name, Last Name or Username
- Password cannot contain 'ABC' or '123'
- Password cannot contain more than two (2) consecutive characters
For more information specific to user passwords, refer to the Working with User Passwords article.
Assessment Due Warning
When this is checked you can select the number of days before an annual assessment is due to receive a notification.
When you have completed all fields on the screen, select Add Record to save the new staff member.
Once you have added the new staff member record, the screen will expand to display three additional sections: 1) Additional Agency Access, 2) Departments, and 3) Last Executed Reports. These sections are explained below.
Additional Agency Access
If the staff member needs access to multiple agencies, select the Add Agency link. A popup window will appear. Select any additional agencies from the menu to which the staff member needs access.
This section applies to Departmental Sharing. Departmental Sharing enables the System Administrator to regulate information such as program/service history, case notes, and client files.
If an end user within the same agency is not granted departmental access (due to their access role), they will not be able to see program/service history for the associated program in the client history. The program will also not appear in the available list of programs in the Program tab of the client record, even though they are in the same agency.
The System Administrator can then assign any combination of departmental data restrictions to end users with departmental access.
An agency has two programs: Program A and Program B. A staff member might be associated with Program A, but should not be able to have access to Program B. The System Administrator can configure this staff member to not have access to Program B, even though Program B is within the same agency. The Department Sharing blocks/allows access to Services, Programs, Notes, and Files, but all other rights (e.g. deleting) are still controlled by the access role the user is assigned to.
The departments must be established before assigning them to a staff member. See Departmental Sharing for more details.
To assign a department to a staff member, click on Add Department. A popup window will appear; select the department you would like to add from the dropdown menu.
Last Executed Reports
Here you can view all of the reports the staff member executed along with the date the report was executed.
Add User Policy
If your agency has a user policy, you can upload it here by selecting the Add User Policy link (bottom righthand corner of the screen).
Select Save Changes to complete the process.