Staff and permissions — Dentora user guide

The Staff page

Open Staff from the sidebar, in the Management section. Each member has a card with their avatar in their colour, name and title, role, specialty, phone and email, and their Last sign-in or Has not signed in yet. Your own card carries a You badge.

At the bottom of each card a switch deactivates or activates the account in one click, and the ⋮ button at the top holds the other options. Above the cards a filter shows All, Active or Deactivated members.

Under the cards are two panels: Permissions by role shows what each role can do, and the Sign-in log lists the last 30 sign-ins to the app, grouped by day.

The Staff page: a card per member with their role, last sign-in and active switch, then the permissions-by-role table and the sign-in log

Roles and permissions

Every member has one of four roles, and the role decides which pages they see:

Admin: the clinic owner or manager. Every permission, including expenses, the procedure list and its prices, deleting patient files, settings, backups, the team and sign-in PINs.
Doctor: treats patients, writes prescriptions, issues invoices and sees reports; no settings or team management.
Assistant: patients, appointments, the clinical record (dental chart, treatments, prescriptions and lab) and inventory; no billing or finances.
Receptionist: registers patients, books appointments, issues invoices, takes payments and manages inventory; no clinical record.

The permissions-by-role table: nine areas in the rows, the four roles in the columns, and a tick for everything the role allows

Adding a team member

Click Add member at the top of the page.
Type the Full name and choose the Title: Dentora sets Dr. for a doctor and No title for the other roles, and you can change it.
Add the Specialty, Phone and Email if you like.
Choose the Role. A box under it describes the role and lists, under Can work on, the areas it opens.
Pick a colour for the member: it marks their appointments in the calendar and their avatar in the app.
Type a Sign-in PIN of 4 to 6 digits, then Repeat the PIN, and click Add member. Then tell the member their PIN.

The New team member dialog filled in for an assistant: name and title, the role with its description and what it can work on, the colours, and the PIN twice

Editing, deactivating and deleting

The ⋮ menu on a member’s card holds Edit to change their details, role or colour, Set a new PIN, Deactivate account (or Activate account for a deactivated one) and Delete member.

When someone leaves the clinic, deactivate their account: they can no longer sign in, and their name stays on their appointments, treatments and invoices. You find them under Deactivated and can bring them back at any time.

Deleting is permanent. If the member has records (appointments, treatments, prescriptions, invoices or payments), the delete dialog tells you how many would lose their name and recommends deactivating instead.

The delete confirmation for a member, giving the number of linked records and recommending deactivation instead

Each member signs in with their own name and PIN, sees what their role allows, and their name is kept with what they record, such as payments, expenses and stock movements. Signing in step by step is in Signing in every day.

When you step away from the device, lock the screen so nobody can see patient files.

Click your name at the bottom of the sidebar. On a phone tap the circle with your initials at the top of the screen, or open More, where the lock and sign-out buttons sit next to your name.
Choose Lock screen when you step away for a while: the sign-in screen appears, and you come back with your PIN.
Choose Sign out at the end of your shift. Dentora goes back to the sign-in screen, and the next person clicks Switch user and picks their name.

The sign-in screen after five wrong PINs: the keypad paused with a “Too many wrong attempts” message and a countdown

The More sheet on a phone: the user’s name and role with the Lock screen and Sign out buttons next to it, then the app’s other pages

Good to know

Dentora locks itself after a period without use, 15 minutes to start with, and time the device spends asleep counts. The admin changes the delay for this device in Auto-lock.
Dentora asks for a PIN every time it is started, on Windows and on Android. Coming back to it from another app does not, unless the auto-lock delay has passed.
Five wrong PINs in a row pause that account’s keypad for 30 seconds, then 1 minute, 5 minutes, 15, 30 and an hour, until the right PIN is typed. The pause holds even if the app is closed, and the count is forgotten after a day without mistakes.
Before the pause Dentora warns you: “2 attempts left before a short lock”.
Lock screen, Sign out and the auto-lock all close whatever is open and return to the sign-in screen, so save what you are typing before you step away. After signing in again you come back to the page you were on.

Forgot your PIN?

If a team member forgets their PIN, the admin can fix it: from the ⋮ menu on their card choose Set a new PIN, type the new PIN twice and click Save new PIN. The member uses the new PIN from their next sign-in, and any pause from wrong attempts is lifted.

If the admin forgets their PIN and the clinic has another admin, that admin sets a new one the same way. If they are the only admin, follow these steps:

On the sign-in screen choose your name, then click Forgot your PIN?.
Copy the Device number with the copy button next to it, and send it to whoever supplied Dentora.
When the reset code arrives, click I have a reset code, paste the whole message or just the code, then click Check the code.
Type the New PIN and Repeat the new PIN, then click Save and sign in.