This article teaches you how to create new user accounts, manage existing accounts, and assign appropriate role-based permissions to use system features.
For non-admin users, you can learn how to edit your general information and login details.
IMPORTANT: Every user should have their own username and password to access Neo. Usernames and passwords should not be shared. Benefits of unique logins include:
- For training purposes. Each user can track their own progress including knowledge checks right within Neo University.
- For audit and security purposes. Throughout Neo, the logged in user is visible so you can easily see which staff created or modified an item such as appointments, consultations, and payments.
For complete details about user permissions, see User permissions.
Permission(s) required: System Admin or Branch Manager
Click a topic to jump to that section in this article:
Add a new user
Manage report permissions for a user
Edit an existing user
Inactivate a user
For non-admin users: Edit your profile
Add a new user
Required fields are denoted with an asterisk (*).
- Click your name in the menu bar. Then click Administration.
- Select User Management.
Note: This is under the System Admin section if you have the System Admin permission and under Branch Management if you have the Branch Management permission but not System Admin. - Click Add New User.
- Complete the General Information area.
Note: Make sure you enter a unique email address; it can be a practice or personal email. This is required for password reset and for the user to send an email to grant third-party access to a patient record. - Complete the Login Details area.
- The username and password are required.
- The password must be between 10 - 50 characters, contain at least one capital letter, one lowercase letter, one number, and at least one of the following symbols: !@#$%^&*?[]{}\|/.,<>~
Tip: To view the password in the New Password box, click the Show icon.
- For multi-branch practices. Review or select checkbox for each branch the user needs access to. The branch you are currently logged in to will be selected by default.
- In the Settings & Permissions area, from the User Role drop-down list, select the role the user will have in the system. Note:
- Business Owner, Vet, and Locum roles will automatically be designated as a provider - see step 7 for more information.
- Based on the role you select, default permissions for that role will be automatically selected, but these can be changed per user - see step 9 below.
- Review or update the Provider checkbox whether this user should appear in the Provider drop-down list on appointments, procedures, consultations, refunds, and estimates including line-item provider.
Common practice roles that use the provider designation are veterinarian, groomer, and technician. -
Optional. If this user is a provider and they are present, you can capture and securely store their signature to later be used of forms and certificates.
a. Click Add Signature.
b. In the available box, have the provider electronically sign using a mouse touch screen, or tablet stylus. No integration with an electronic capture device is needed.
c. Optional. To keep the signature secure, have the provider enter a 4-digit PIN that will be required to add their signature to forms.
IMPORTANT: The PIN will be required every time the provider's signature is selected on a form. Make sure they make note of the PIN they entered and share the PIN with any staff members who are allowed to select their signature. - If the user role is Business Owner, Vet, or Locum, complete the following, as needed:
- License # - This is used on the default rabies certificates and is a form variable for use on forms and certificates. Enter all licenses using a / (no spaces) between each one.
- DEA #
- Review or update the permissions for this user.
Tip: For additional information about a permission, hover your mouse over an available tooltip. For complete details, see User permissions.
Note: If Remote Access is not selected for the user, after you have saved their user profile, go to Safe IP Addresses in Administration to set up an IP address for the user, so they will be able to log in to Neo. - Click Save. You will now be on the User Management page.
Note: If the Save button is disabled, review the user profile and make sure all required fields are entered.
IMPORTANT: Regardless of role, all new users with the Reports permission will have access to ALL reports. To learn how to customize the reports a user has access to, see Manage report permissions for a user below.
Manage report permissions for a user
For complete details about available reports, see List of reports in Neo.
- Click your name in the menu bar. Then select Administration.
- Select User Management.
Note: This is under the System Admin section if you have the System Admin permission and under Branch Management if you have the Branch Management permission but not System Admin. - Click the user's name.
Note: If you have been logged in to Neo for over five minutes you will need to re-enter your password. - In the Settings & Permission area, to the right of the Reports permission, click Edit Individual Report Access. The report permissions page for the user will open in a new browser tab.
- Review the reports the user has access to and update, as applicable.
Tip: To deselect all reports, select the Check All checkbox to the right of the page. To (re)select all reports, select the Check All checkbox again.
a. To remove permission to a report, deselect the corresponding checkbox.
b. To add permission to a report, (re)select the corresponding checkbox. - Click Save Changes.
Edit an existing user
You can modify any part of a user’s profile, as needed. For example, if they have a new email address or their role and responsibilities at the practice changed.
- Click your name in the menu bar. Then select Administration.
- Select User Management.
Note: This is under the System Admin section if you have the System Admin permission and under Branch Management if you have the Branch Management permission but not System Admin. - Click the user’s name.
Note: If you have been logged in to Neo for over five minutes you will need to re-enter your password. - Review or update user information including settings, permissions, and report access, as needed.
- Click Save.
Inactivate a user
IMPORTANT: To ensure you do not pay for users that no longer work at your practice, make sure to deactivate the user in Neo: once deactivated, the user will be removed from the next month’s billing cycle. For more information about Neo Subscriptions, see FAQs: Neo Subscriptions.
- Click your name in the menu bar. Then select Administration.
- Select User Management.
Note: This is under the System Admin section if you have the System Admin permission and under Branch Management if you have the Branch Management permission but not System Admin. - Click the user’s name.
Note: If you have been logged in to Neo for over five minutes you will need to re-enter your password. - In the User Information section, from the Status dropdown, select Inactive.
- Click Save.
For non-admin users: Edit your profile
If you do not have System Admin or Branch Manager permissions, you can update your general information (name, address, and contact information) and login details, if needed.
Providers also have the option to add or update their securely stored signature for use on forms and certificates. If you use a 4-digit PIN to add your signature to forms, you can reset it.
- Click your name in the menu bar. Then select Edit My Profile.
- Review or update your general information and login details, as needed.
- For users designated as provider.
a. To add your signature, click Add Signature.
or
To update your existing signature, click Edit Signature.
b. In the available box, electronically sign using a mouse touch screen, or tablet stylus. No integration with an electronic capture device is needed.
Tip: To erase the signature and re-sign, click Clear.
c. Optional. To keep the signature secure, enter a 4-digit PIN that will be required to add the signature to forms every time the signature is selected. Make sure you make note of the PIN you entered and share the PIN with any staff members who are allowed to select your signature.
- If you have an existing PIN and want to reset it, enter a new 4-digit PIN.
- If you have an existing PIN and want to remove it, delete the PIN.
d. Click Save. - Click Save.