User Management ~ Users

Users are the staff members or contractors/ vendors that will be accessing the CMS system. In the following documentation, navigation, creation and management of users and the user module will be discussed.

Navigating the User Module

To locate the User module, locate the application menu, then select Admin Console.

Once the Admin Console opens, locate the User Management column, then select Users.

The User module will open to a list of users for your facility.

The standard view set up will display User Name, First Name, Last Name, Default Facility, Status and Addl(additional) Facilities of all Users with an inactive and active Status.

To add additional columns to the view click the Column Chooser icon.

• If there is more than one facility/department with users listed, and the logged in user has access, the user can click this to view users across all segments.

To select a column to display click and drag over to the results page and a line will appear.  Once the line appears you can release, and the column will appear.

To remove, with the Column Chooser open, click the column header you want to remove and drag it back over the Column Chooser and release. 

Once a view has been adjusted, to save view for future use click the down arrow icon in Saved View field. 

Click the save icon to open the Create Saved View window. 

View name is mandatory; view description can be used for additional information regarding the Saved View.  Select Public or Private and Save. 

*NOTE: If selecting Public, allows other users to use, as well as edit the view. 

Once saved, clicking the down arrow will display all Saved Views

Creating/Editing a User Record

To create a new User click the icon. 

After clicking +User to create a new user record, the form above will open. All fields that appear in red are required to save the record.

• User Detail
  • User Name-(Required)The unique name the user will log into CMS with.
  • Password- (Required) Characters that will be used to gain access to CMS. The required details of the password are set according to the organization.
  • Password Confirm-(Required)This must match the password created in the Password field.
  • First Name-(Required)The user’s first name.
  • Middle Name-The user’s middle name.
  • Last Name-(Required)The user's last name.
  • Title-The user’s title or position with the facility.
  • Email-The user’s email address.

*It is advised that all users have an email address, this will email a link to reset their password if they cannot log in.  If the facility utilizes email responses, this field should be completed. Alternatively, email responses can be received as text messages on either mobile phones or pagers if the device has a phone email address that can be used (ex. [e-mail]).

• Cell, Work Phone, Pager and Pager Email-Fields for multiple points of contact for the user.
• Badge Number-User badge number. This field is required if the site is using Single Sign on (SSO).
• medTester Operator Code- If the facility has this feature enabled, enter an operator code for that feature in this field.

Settings

• Role-(Required).The selected role for the user that will control their permissions and access to CMS modules
• User Type-This should always be “CMS User” unless creating a default user for the online request configuration.
• Exclude from Assignment Selections-When this is toggled on, the user will not appear in any assignment menus.
• Exempt from Facility Password Policy-When this is toggled on, the user will be excluded from the site’s password policy.
• Only Show User Dashboard Tabs-When this is toggled on, the user will not show any dashboard tabs that may have been built for their role. Only tabs that are specifically selected for the user will populate on their dashboard.
• CMS Rounding User-This should be toggled on if the user will be using CMS Rounding. When toggled on, a required field will appear to select their Rounding role.
• Status-(Required) Choose from Active or Inactive. An inactive status will remove the user from all assignment menus, as well as prevent the user from logging in
• Assignment Status-A menu will appear to select Available, On A Task or Unavailable. User availability is used for setting assignments on work orders, it is also used in zone assignments, as things will only be assigned to users if they are not set to Unavailable for User Availability.
• Trade-Set the user’s trade, if one is applicable.
• Category-Select the category the user belongs to.

Once the user record has been completed and saved, additional panels will populate.

• User Integrations Provides access to system integrations within CMS selected by organizations.
• Additional Facilities In multi-tenant CMS systems adding additional segments to Users Detail Record allows them to switch segments to complete work within the other facility. 
• User Team Adding user to a Team will assign to everyone within the Team when WO is assigned to the Team. 
• Reset Actions  
  • click to reset users password.
  • will clear WO Defaults set by the User.
  • will reset all Dashboard Configurations for user and apply standard My CMS and Analysis tabs. 
• Attachments Panel to upload any attachments related to the User.
• Notes Additional notes regarding user.
• Charge Rates Rate to be calculated upon entering Labor Time on a WO.
• Last Login Records the last time User logged in; up to 30 days.
• History Tracks all changes to User Detail record.
• Duplicate Copies the record to create a New User including settings, except for the Attachments. 

Reviewed/Revised: 3/2025