Users and staff onboarding

Add clinical and non-clinical staff with the onboarding wizards, and use the Users screen to edit roles, clinics and status or reset a password.

Every person who signs in to LeapHealthOS is a user with a staff profile. Adding a user creates both at once: a login with a password, and a staff profile with their staff type, contact details and centre assignments. This page is for administrators who add and manage staff. Doctors have their own wizard; see Doctor onboarding and configuration.

Before you begin

Set up your centres first, with their departments. See Centres and clinic configuration.
Check that the staff types you need exist and have permissions. See Roles and permissions.

The Users screen

Open SettingsClinic & Doctor SetupUsers. The list shows every staff member with:

Column	What it shows
Name	The person's full name.
Role	Their staff type label.
Assigned Clinic	The first clinic as a chip, with +N for the rest. Select +N to see them all.
Status	Active or Inactive.

Use Search by Name / Email / Phone to find a person, and the Role and Status filters to narrow the list. Clear Filters resets them.

Large organisations

In organisations with many staff members, the Users screen may not list everyone, and search and filters work only on the users listed.

Add a staff member

Select Add User. In the dialog, choose the type of user and select Continue:

Choice	Opens	Use it for
Doctor	Doctor Onboarding (4 steps)	Doctors who take appointments. See Doctor onboarding and configuration.
Clinical Staff	Clinical Staff Onboarding (3 steps)	Nurses, lab staff, pharmacists and other clinical roles.
Non-Clinical Staff	Non-Clinical Staff Onboarding (3 steps)	Front desk, counsellors, centre and organisation administrators, and other non-clinical roles.

The Staff Type list in each wizard shows the active staff types of that category from your registry. A staff type with the category None does not appear in either wizard.

Use the Doctor wizard for doctors

The Doctor staff type has the Clinical category, so it can appear in the Clinical Staff wizard's list. A doctor created that way gets no consultation fees, slot duration or weekly schedule, and cannot be booked. Always choose Doctor in the Add User dialog for doctors.

Clinical staff

Staff Identity

Administrator

Fill in:

Staff Type, First Name, Middle Name (optional) and Last Name
Password and Confirm Password
Employee ID (Optional)
Upload License (optional), Practice Start Date, Years of Experience (filled in from the practice start date), Qualifications and Languages Spoken
Centres, and for each centre at least one of its Departments. Use Copy to all centres to reuse one centre's departments.
A profile photo (optional)

Address & Contact

Fill in Mobile Number, Emergency Contact Number (optional), Email, Address Line 1, Address Line 2 (optional), Pincode, State and City.

Centre & Working Hours

Set the days the person works, with Working Hours and one Break Time per day. Use Apply to Weekdays or Apply to All Days to copy a day.

Save

Select Save. Use Next and Back to move between steps; each step is checked before you can move on.

Expected result: You see "Clinical staff created successfully!" and return to the Users screen.

Non-clinical staff

The steps are the same as for clinical staff, with these differences on Staff Identity:

Instead of licence, practice and qualification fields, you fill in Employment Type (Full-Time or Part-Time), Shift Type (Day or Night) and Joining Date.
You choose Centres only. Non-clinical staff are assigned to the whole centre, not to a department.

On success you see "Non-clinical staff created successfully!"

What LeapHealthOS creates

When you save a staff wizard, LeapHealthOS creates:

A login with the password you entered.
A staff profile with the staff type, contact details and the other fields you entered. If you leave Employee ID empty, LeapHealthOS assigns one.
Centre assignments. Clinical staff get one assignment per chosen department at each centre; non-clinical staff get one centre-wide assignment per centre. The first assignment at the first centre you chose is the primary assignment.

The new user has the permissions of their staff type.

Working hours on a staff profile do not create bookable slots

The working hours you enter in the staff wizards are saved on the profile for reference. They do not make the person bookable and are not used by slot search. Bookable hours exist only for doctors, set in Doctor Configuration. See Weekly schedules, blocks and overrides.

Rules to know

The mobile number must not already belong to another user in your organisation; if it does, the person is not created.
Password and Confirm Password must match. Share the password with the staff member securely; LeapHealthOS does not send it to them.

Edit a user

On the Users screen, open the row's action menu and select Edit User. You can change:

Field	Notes
First Name, Last Name	Required.
Role	Any active staff type. The hint reads "Roles are the staff types of this clinic, set in System settings, Organisation." The person gets the permissions of the new staff type.
Assigned Clinics	The centres the person works at.
Status	Active or Inactive.

Select Save. You see "User updated".

Changing Assigned Clinics replaces all assignments

When you change the clinics, LeapHealthOS replaces all of the person's assignments with one centre-wide assignment per clinic. Their department links, primary flag, room numbers and validity dates are lost, and they have no primary assignment until you set one. After saving, set the primary assignment in Org tree, reporting lines and access scope. For doctors, use the Centres tab of Doctor Configuration instead, which keeps departments.

Deactivate a user

There is no delete. To stop someone working in LeapHealthOS, open Edit User, set Status to Inactive, and save.

Reset a password

Open the row's action menu and select Reset Password. Enter a New Password, repeat it in Confirm New Password, and select Reset Password. The dialog tells you if the password is too short or the two entries do not match. When it succeeds you see "Password reset successfully".

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