🚨 Important: It is not possible to add a new user with an email address that is already associated with an existing Dentally user.
How do I add or edit a user in Dentally?
💡 Top tip: You need to be logged in with Permission Level 4 (Administrator) permissions to create a new user.
Go to 'Settings' and then ensure the 'Users' tab is selected.
Here you and manage your existing users - use the search bar to search for a particular user. From here you can edit and delete existing users as needed.
To add a new user, click 'New user' button in the top right of the list.
Add the user's personal details - ensure the required fields are all completed. Ensure a phone number is provided if you use two-factor authentication.
Under 'Security', set their permission level and role - the level dictates what they can see and do in Dentally, while the role helps with reporting. You can also use the checklist to select certain additional permissions which may differ from the permissions assigned to their permission/role level.
Under 'Login restrictions', you can dictate when the user is able to log into Dentally, if for example you don't want them to log in outside working hours. Use the tick boxes to select days, and the time picker to specify times.
Ensure you click 'Save' at the bottom for your selections to be saved. The user will now exist and appear in your list of users.
When you save the user, they will be sent an email, inviting them to join Dentally (to the email address you added when setting up the user). They need to click on the link in this email, which will take them to the login screen. From here, they can set up a password.
If they miss the invitation email, you can come back into the user settings screen to resend the invite using the aeroplane icon next to the new user's name. The new user must follow the most recent invitation link which expires if not used within a short time period.
🚨 Important: If you want this user to have appear in the calendar and be available to book appointments (as well as other actions), you will need to set the user as a practitioner. Find out how to do this in the UK/CA here, and APAC here. This can't be done until you have finished setting up the user.
IP Restrictions
You may want to make sure that Dentally can only be accessed from certain computers in certain locations. You can prevent/enable staff to log in to Dentally from specific IP addresses.
You set these restrictions initially in the Settings > Practice Settings > Other > Security. We have a web page on Practice Settings to help you if you are unsure about these settings.
Once IP login restrictions have been set for the practice, you can override them by clicking "Allow login from any IP address".
Please note that currently there is a maximum limit of 40 IP addresses that can be set up in your settings.
Can a practitioner work across multiple practices with a single user login?
Practitioners can work across multiple sites within a multi-site practice, using a single Dentally login.
They need to be added as a user at one of the practices.
Then at each location, they need to be set up as a practitioner.
When they login, they select the site they are working from that day.
In this instance, the practitioner would have one single "user" (with one login), but multiple "practitioners" across your various locations.
🚨 Important: A single email address cannot be used across multiple users in Dentally, regardless of location. If you are creating a new user and you try to use an email address that is already in use (whether at your own practice or at a previous employer), you won't be able to save the user. You would need to do one of the following:
Choose a different email address to register.
Identify where the email address is already in use and change it (or if it is in use at your previous employer, contact them and ask them to change it) before proceeding with the new user.