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Add a New User in DentalOS

Michael Satterfield
Updated

Quick Answer

To add a new user in DentalOS, select 'Users' in the top navigation, click 'Add user', complete the three-step wizard (User info, Access, and Invite), and DentalOS will automatically update location access in the connected Denticon and Cloud 9 products.

Applies To

Product: DentalOS
Plan: All plans
Role: Super Admin, Group Admin

Before You Begin

  • Create and delete users in DentalOS only. You can no longer create or delete users directly in Cloud 9 or Denticon.
  • Only Super Admins can set the 'Can Add Locations' and 'Has Purchasing Authority' permissions.
  • If your organization has SSO enabled, the username and email address must be the same, and an email address is required.

Steps

Step 1: User Info

  1. Select 'Users' in the top navigation, then click 'Add user'.

→ You will see: The 'Add user' panel opens to the 'User info' step.

The Manage users page with the Add user button in the top right corner

  1. Enter the 'First name', 'Last name', and 'Username'. DentalOS checks username availability as you type.

→ You will see: A confirmation message such as "Username is available" appears below the field.

The Add user panel showing the User info step with fields for first name, last name, username, and email

  1. Enter an 'Email' address if the user has one. If SSO is enabled, this field is required and must match the username. If SSO is not enabled, a user can have a username without an email address.
  2. Optionally enter a 'Phone' number (used for account recovery) and an 'Address'.
  3. Select a 'Role' from the dropdown: 'Super Admin', 'Group Admin', or 'User'.
  4. Select any extra permissions that apply: 'Can Add Locations' and/or 'Has Purchasing Authority'.

The lower portion of the User info step showing the Role dropdown and the Can Add Locations and Has Purchasing Authority checkboxes

Note: Only Super Admins can set 'Can Add Locations' and 'Has Purchasing Authority'. These options are not automatically selected for Super Admins, so select them for any Super Admin who needs them. 'Can Add Locations' lets the user add locations (a Group Admin can only add locations if this is selected). 'Has Purchasing Authority' lets the user see the AI Workforce tile, manage agents, and hire agents.
  1. Click 'Next'.

→ You will see: The wizard advances to the 'Access' step.

Step 2: Access

How the Access step works depends on the role. Super Admins skip this step because they automatically receive access to all locations and products. Group Admins are assigned at the organization group level, not per location. For Users, assign individual locations as described below.

  1. Expand the organization group to view its locations.

The Access step showing the Assign access panel with a list of locations and Cloud 9 and Denticon columns

  1. For each location, select 'Cloud 9', 'Denticon', or both. You can also select an entire column or the entire group at once.

The Access step with checkboxes selected for Cloud 9 and Denticon across multiple locations

  1. Click 'Send invite'.

→ You will see: The wizard advances to the 'Invite' step. Location access updates automatically in Denticon and Cloud 9.

Step 3: Invite

What happens at this step depends on whether the user has an email address.

  • User has an email address: DentalOS sends an invitation to that address. The user has 24 hours to set their password before the invitation expires. See "Resend an invitation or manual setup link".
  • User has no email address: The Invite step displays "No email address provided. The user will need manual account setup." Click 'Generate setup link & code' in the 'Manual setup' section, then copy both the setup link and the setup code. Share them directly with the user. Never send them by email or text. They are valid for 24 hours or until first use. See "Add a user without an email address".

The Invite step showing a successful user creation message and the Manual setup section with a generated setup link and setup code

Expected Result

When complete, the new user appears on the 'Manage users' page. If the user had an email address, they will receive an invitation email. If you used manual setup, the setup link and code are ready to share directly with the user. Location access in Denticon and Cloud 9 updates automatically.

Next Steps

Creating the user in DentalOS is only one part of the process. You must still configure permissions inside each connected product. See "Configure product accounts for a new user", "Set up a new user's permissions in Denticon", and "Set up a new user's permissions in Cloud 9".

Need More Help?

If these steps did not resolve your issue, contact Planet DDS Support and include the following:

  • Screenshot or screen recording of the issue
  • Your account name or Practice Group ID (PGID)
  • The exact error message text, if any
  • What you were doing when the issue occurred

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