Overview
Figure 1. The Users tab under the Settings menu
The Users tab allows you to create and set up new Users, edit the settings for existing Users, and deactivate existing Users.
Create and set up new Users
Section assignments and Shift type availability
General roles and permissions
Schedule and Notifications
Access to the Intrigma Web and mobile platforms
User group membership
Work productivity
Allowed request types
Set password for system access
Edit existing User accounts and their settings
Deactivate existing Users
Configuration
While you are allowed to add and edit a User account in Scheduler+, there are a couple of configuration items that you can only set up for the User in the Intrigma Scheduling System (ISS). These are:
Setting a User as unavailable by default (the User is only available when they request to work)
Setting the User up with the following:
Request priority group
Weekly time off
Rule groups
Work periods
Walkthrough
Creating a New User
Figure 2. Click the Add User button (labeled with a + icon), then Create to add the User to the system.
To create a new User:
Click on the hamburger menu in the top left, then click the Users tab on the left.
Click the Add (denoted by a + icon) button at the bottom of the Users’ list.
Enter the new User’s Last Name in the popup dialog, then click Create. Check the User list to ensure that the User’s account was created.
Editing a User’s Account
When creating a new User, you will only be required to enter the User’s last name. To complete setting up the User’s account, you need to edit the account by filling up the rest of the required information under the User Account and other sub-tabs.
Note: Once a User’s account has been set up, further changes can be made to the account, e.g. changes to the User’s last name or phone number, from the Users tab.
Completing User Account Setup
Figure 3. Completing the setup of a new User account
To complete user account setup:
Click on the hamburger menu in the top left, then click the Users tab on the left.
Locate and select the User from the list. Alternatively, search for the User by entering their full name or part of it, then selecting the User after a successful search.
Click and open the User Account tab, where you can enter the User’s:
First name
The Display Name, which allows you to define the name that will be displayed on their assigned shifts (if left blank, the User’s last name will be displayed)
Initials, if any
Email address
Contact telephone number
Pager number
Payroll ID
Local time zone (if your organization uses our Multiple Time Zone feature)
Inviting a User to Intrigma’s Online Platforms (Web and Mobile apps)
Figure 4. From the Roles & Permissions tab, you can invite an as-yet unregistered User to open an account on the Intrigma Web and mobile platforms.
Click the Roles & Permissions tab.
To email the User a registration link so that they can access Intrigma’s online platforms (Intrigma Web and mobile apps), go to the User access section and click the Send invitation button.
Newly-created Users without access to the Intrigma platforms are labeled as Unregistered (see Figure 4 above). Once invited, their status changes to Pending registration. Upon registration, the status changes to Registered.
Upon completion of their registration to Intrigma’s online platforms, users will be able to access published schedules, where they can view their assignments, make requests, initiate assignment swaps with colleagues, and use other platform features.
Assigning Roles and Permissions to a User
Figure 5. Setting general permissions and roles as well as schedule and notification access are also performed under the Roles & Permissions tab.
Still on the Roles & Permissions tab, select the permissions and roles for the User from the list. These can be any of the following:
Web administrator: Grants web administrative privileges, including generating reports, accessing the billing system, using the Scheduler tab on Intrigma Web, and accessing Scheduler+. As a Scheduler, the User can manage Pay Categories, Work Period Types, and Announcements, and adjust payroll calculations.
Mobile scheduler: Grants schedule editing privileges on the Intrigma mobile applications.
Can view other Users’ full schedules: Grants the user the ability to view any User’s schedule.
Can view other Users’ phone numbers: Grants the user the ability to view any User’s contact telephone numbers.
Can filter by User Groups: Grants the user the ability to filter the Calendar by User Group, e.g. MD and RN.
Can filter by Shift Groups: Grants the user the ability to view any User’s schedule.
Read-Only account: Disables the ability to change account settings on Intrigma Web.
Select the notifications that will be sent to the User.
Request reviewer: User gets a notification when request-related events occur, e.g. a User sends a Day Off request, thus allowing them to review the requests.
Sends a copy to the User when they are assigned to shifts in the schedule.
Archiver: Always gets email copies of a schedule.
Setting Up a User’s Availability
Figure 6. Assign the User to a primary section, multiple sections, and shifts from the Availability tab.
Click and open the Availability tab, where you can make the User available for assignment to multiple sections. You can also define a primary section for the User here.
For Users who have a primary section designated for them, their request deadline will be the same as the request deadline of their primary section.
Select the shift types that the User will be available to work.
When assigning a User to a shift, if the User is not available for a selected shift, the system displays a warning message.
When generating an automated schedule, Users cannot be assigned to shifts that they are not available for.
Assigning a User to a Group
Figure 7. The User Groups tab, where Users are assigned to the appropriate User groups.
From the User Groups tab, you can select the Groups the User will belong to. User groups are used to organize Users according to their functions, e.g. internists, cardiologists, radiologists, part-timers, and admin. This is used throughout the system, including the User List and the Tracker.
Setting a User’s Average Productivity Rate
Figure 8. Setting average productivity rate per hour under the Work Productivity tab
Click the Work Productivity tab, if enabled for your organization
Enter the average productivity rate per hour for a User (the number of patients the User can handle in an hour).
Setting Productivity Split for a User
Figure 9. Setting productivity splits for two areas under the Work Productivity tab
From the Work Productivity tab, you can also set a User’s productivity split, or the estimated productivity of a User who is licensed to practice in two separate locations. For example, Dr. Smith has an average productivity rate of four (4) patients per hour and is licensed in New Jersey and New York. If his efficiency is evenly distributed between the two locations, e.g. Dr. Smith’s productivity split is 50%, this means that Dr. Smith can see two (2) patients per hour in each location.
To set the productivity split for a user:
Select the Area where the User can practice, then the percentage of the user’s productivity in that area.
To add another Area, click the + button under the Productivity Splits section, then repeat Step 1.
Note: Productivity splits are used to calculate team productivity values in the Patient Volume Planner. They are especially useful for virtual teams.
Setting Request-Related Parameters for a User
Figure 10. From the Requests tab, select the request permissions, request priority group (if applicable), and the request types that the User is allowed to file for a period.
The Requests tab is where you can set up a User’s request permissions, the User’s request priority group (if available), and the request types the User is allowed to submit.
Click the Requests tab.
Select the request permissions for the user from the following options:
Can make time off requests.
Can make work requests, or requests to work certain times or shifts.
Can make availability requests, or work requests that adjust availability but do not assign the user to a shift when approved.
If applicable, select the Request Priority Group to which the user will be assigned from the list. When used with Request Start Dates, Request Priority Groups are useful for defining the start date and the order in which requests can be submitted in a period. Request Priority Groups are defined in the ISS.
Select the request types the user is allowed to submit. Request types are defined in the ISS.
Resetting a User’s Password to the Intrigma Platform
From the User Settings tab, a web administrator can reset the password used to access the Intrigma platform upon request of the user.
To reset a password:
From the User Account tab, click the Change Password button to the right of the Email field.
Figure 11. The Change Password button
Enter the password for the user, then enter the same password again.
Note: The password must have at least 12 characters composed of uppercase and lowercase letters, numbers, and symbols.Click Save to email the user their new password for system access.
Figure 12. Enter the password, then enter it again before clicking Save.
Deactivating a User’s Account
Figure 13. Click Yes to confirm deactivation of the selected User’s account from the system.
There are times when a User may not be available for one or more scheduling periods, e.g. when they take a sabbatical. In this case, you may want to deactivate the User so that they will not be mistakenly assigned to a shift while they are away. When they return, they can be restored to their normal status by being Reactivated.
To deactivate a User:
Click on the hamburger menu in the top left, then click the Users tab on the left.
Locate and select the User from the list.
Click the Deactivate button at the bottom of the list.
Click Yes on the confirmation message to deactivate the User’s account.
Note: Upon deactivation, the User is removed from the dashboard but not from the system. This means that they can be reactivated back with all their previous account data at any time. The system also does not permit User accounts from being deactivated permanently. Reactivation of a deactivated User account is performed in the ISS.
Related Features
Sections: High level schedule delineators that allow you to organize and limit access of Users to the schedule.
Requests: Allows for Users to submit their preferred time off, preferred shifts to work, and communicate other preferences for a given period. Schedulers are then able to review these requests and incorporate them into the schedule.
Swaps: Allows for Users to trade shifts amongst themselves, which must then be approved by Schedulers (if configured).
Credentialing and Licenses: Allows for the management of Credentials and Licenses of your Users, typically used by Telemedicine organizations.
Capacity Explorer: Compares the number of credentialed providers assigned to the schedule with the coverage requirements set in the ISS.
Patient Volume Planner: Compares Expected Patient Volume (expected number of patients in a measurable amount of time) with Total Provider Productivity (number of patients a provider can manage in a measurable amount of time).
More information about these features are available in the Intrigma KB. If they are not available to your organization, but you want them enabled, contact [email protected], or reach out to your representative.