Users

Users Tab

The Users tab is where all users can be viewed and maintained by the user. To open the tab the user needs to click on the user button (showing the user's email address) in the top margin, select DiaryBook Settings sub-menu and click on Users.

The tab consists of the following:

A tool bar for the user containing buttons, menus and search controls
A users grid showing users that match the users search criteria
A tool bar for the user groups containing buttons and menus
A users group grid showing any user groups

Users Tool Bar

The tool bar contains buttons and menus.

User Tool Bar Buttons

Button	Description	Notes
	Select all users in the grid
	Deselect all users in the grid
	Add a new user
	Edit the user	The first selected user
	Delete users	All selected users
	Refresh the user grid	Based on the users current search criteria

Search Controls

Control	Description	Notes
Group	The group the users belong to	Users can be organised in to groups. Here the user chooses which group to view.
Search Term	Any text to search the user database for	The user can type in any text in this box to search the user database. Fields searched are first name, last name and email address.

Users Menu

Menu Option	Description	Notes
Add New...	Add a new user
Edit...	Edit the user	The first selected user
Delete	Delete users	All selected user
Reset Password	Alter the user's password	The first selected user Alters the user's sign-in password
Export Export the Users	Exports the entire list of users to file download	Creates an Excel spreadsheet
Refresh	Refresh the User grid	Based on the users current search criteria

Users Grid

The grid contains the list of users that match the users current search criteria

Column	Description	Notes
Administrator		Icon shows if user is an account administrator
User ID	The user's sign-in ID	Usually same as their email address
First Name	User's first name
Last Name	User's last name
Mobile	The user's main mobile phone number
Last Login	Date and time of last sign in

User Groups

The user groups area starts in a collapsed state. To view the grid and tool bar click on the bar that says User Groups at the bottom of the user grid. To keep the User Groups grid showing click on the expand icon to the right of the bar.

Group Tool Bar

The tool bar contains buttons and menus.

Group Tool Bar Buttons

Button	Description	Notes
	Select all groups in the grid
	Deselect all groups in the grid
	Add a new group
	Edit the group	The first selected group
	Refresh the user grid	Based on the users current search criteria

User Groups Menu

Menu Option	Description	Notes
Add New...	Add a new group
Edit...	Edit the group	The first selected group
Delete	Delete groups	All selected groups
More Actions Remove users from group	Unassign all users from the group	All selected groups
More Actions Delete users in group	Deletes all users belonging to the group	All selected groups
Refresh	Refresh the group grid

Groups Grid

The grid contains the list of groups that users can be organised in to. To view the grid and tool bar click on the bar that says User Groups at the bottom of the user grid. To keep the User Groups grid showing click on the expand icon to the right of the bar.

Column	Description	Notes
Group Name	The name given to the group
Manager	The manager of the group	If no manager then blank
Users in Group	The number of users assigned to the group

User Window

This section describes the fields in the user window. The user window allows the user to add new users and to edit existing ones.

Opening the User Window

The user window is opened when the user wants to add a new user or edit an existing one. There are various ways the user can open the window.

When adding a user:

By clicking the plus icon in the tool bar within the Users tab

By selecting Add New in the USERS MENU within the Users tab

When editing a user first highlight the user in the Users tab, then:

By clicking the pencil icon in the tool bar within the Users tab

By selecting Edit in the USERS MENU within the Users tab

By double-clicking the user in the users list

The user window has 6 tabs:

General Tab
Message Settings Tab
Message Notifications Tab
Groups Tab
Opening Hours Tab
Advanced Settings Tab

General Tab

Field	Description	Notes
First Name	The first name of the user	Merge field ^^mainname^^ and ^^name^^
Last Name	The last/surname of the user
Mobile Phone	The mobile phone number for appointment reminder messages	Used by the system for reminders
Email Address	The email address for appointment reminder emails	Used by the system for reminders
Phone	Landline phone number
Fax	Fax number
System Administrator	Is the user a DiaryBook administrator	Administrators have access to areas of the DiaryBook account including all client and all user records.
Service Provider	Is the user a Service Provider / does the user take appointments	Normally an administrator would not have this option ticked meaning they can administer the account but never take actual appointments themselves

Message Settings Tab

This tab contains settings for the user relating to sending messages using DiaryBook

Field	Description	Notes
Sender ID	Default sender id to use when sending a text message	Sender ids identify the sender of a text message. This value can be overridden if "replies to diarybook" setting is used elsewhere. For more information see Sender IDs
Email Address	Default email address to use when sending an email address	This is the reply email address to use
Fax CSID	The fax machine CSID to use when sending a fax
Default Reminder Profile	This setting automatically selects the "Remind Client Using" field in the appointment window to so the user does not have to	The reminder profile is the appointment reminder schedule

Message Notifications Tab

Basic Settings

These settings refer to messages that are either been sent or received by the user and how the user is notified about them. In the basic settings, there are 3 methods a user can be notified of something:

Popup	A notification pops up on the DiaryBook application for a few seconds
Email	An email is sent to the user's email address
SMS	A text message is sent to the user's mobile phone

By ticking the boxes it can be determine in what ways the user is notified for the events listed.

New Faxes	Faxes received (requires a virtual fax number)
Fax Format	If email ticked in the above setting, choose the format of the fax attached to the email
Sent Faxes	Notification of successfully sent faxes
Failed Faxes	Notification of faxes that failed to be delivered
New Texts	Text messages received (e.g. reply to an appointment reminder)
Sent Texts	Notification of successfully sent text messages
Failed Texts	Notification of text messages that failed to be delivered

Advanced Settings

In advanced settings the user has more options in configuring message notifications. In addition to the methods of notifications in the basic settings, the advanced adds the following

HTTP	Notifications and/or the messages are uploaded to a URL via HTTP protocol
HTTPS	Notifications and/or the messages are uploaded to a URL via HTTPS protocol
FTP	Notifications and/or the messages are uploaded to a URL via FTP protocol
FTPS	Notifications and/or the messages are uploaded to a URL via FTPS protocol
SFTP	Notifications and/or the messages are uploaded to a URL via SFTP protocol

Advanced Notification Settings Tool Bar

Button	Description	Notes
	Add a new notification setting
	Edit the notification setting	The first selected notification setting
	Refresh the notification settings grid

Notification Setting Grid

The grid contains the list of advanced notification settings for the user.

Column	Description	Notes
Type	The notification type	New message notification or delivery report
Message Type	The message type the setting refers to	SMS, Fax or Voice
Notification Format	The type of notification	See above
Address	The URL to notify

Groups Tab

Groups are a way of organising users. For example the group could be a department. The groups tab will list all user groups set up on the account. Any groups that the user belongs to will be ticked. The user can tick and untick groups to add and/or remove the user from those groups.

Opening Hours Tab

This tab contains the opening hours for the user. The opening hours determine when the times available for the user to take appointments. It restricts both the user (or any admin user making appointments for this user) in the times they can select for an appointment.

Opening Hours Tool Bar

Button	Description	Notes
	Add a new open hour setting
	Edit the open hour setting	The first selected setting
	Delete the open hour setting

Opening Hours Grid

The grid contains the list of open hour settings for the user

Column	Description
M	Monday
T	Tuesday
W	Wednesday
T	Thursday
F	Friday
S	Saturday
S	Sunday
Start	Start Time
End	End Time

Advanced Settings Tab

Advanced Settings are a list of settings that alter the user's experience using DiaryBook.

Setting

Description

AppointmentAccess

Determines the level of access a user without administrative rights has on other user appointments.

0 - no access

1 - can view other user appointments

2 - can view and edit other user appointments

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