Create and manage user accounts

Every employee using the Q-Flow system is called a user.

Each user belongs to a single group. The group determines that user's roles and permissions.

Each user must have their own account. There is no limit to the number of user accounts per site. However, it is important that only appropriate people have access to Q-Flow and the personal identifiable data it holds. 

NHS site managers

On the Q-Flow admin console, site managers have permissions to:

• manage details of site(s), for example accessibility features
• create and manage user accounts for arrival stewards, assessment clinicians and site managers
• create and edit appointment availability
• view and manage booked appointments
• view reports

NHS Site managers (read only)

On the Q-Flow admin console, site managers (read only) have permissions to:

• view details of site(s), for example address, accessibility features 
• view user account details 
• view appointment availability 
• view booked appointments 
• view reports 

Contact your site manager for any further assistance.

NHS arrival stewards

Arrival stewards have permissions to:

• use the Check a vaccination appointment service (Check-In app) 
• view details of appointments, including patient details 
• check patients in for their appointments 

Contact your site manager for any further assistance. 

NHS assessment clinicians

Assessment clinicians have permissions to: 

• use the Check a vaccination appointment service (Check-In app) 
• view details of appointments, including patient details 

Contact your site manager for any further assistance. 

NHS reporters

Reporters have permissions to view reports on the Q-Flow admin console.

Contact your site manager for any further assistance.

Regional managers

On the Q-Flow admin console, regional managers have permissions to:

• manage details of site(s), for example address, accessibility features 
• create and manage user accounts for arrival stewards, assessment clinicians and site managers 
• view appointment availability 
• view booked appointments 
• view reports

1. Select Administration > Security > Users Overview.

This opens the Users Overview screen.

2. Select Create New User.

This opens the Create new user screen.

3. Complete the Name field with the user's email address (NHSmail email addresses are preferred but not required). Do not use the user's name in the name field. It must be an email address.

4. Click Next. This opens the User Details screen.

5. Complete each of the following fields on the User Details screen:

• First name
• Last name
• Email address
• Group

 6. Click Next.

7. Create Password. You can manually set the password or let Q-Flow generate one for you.

8. Click Finish when complete. Username and password will be confirmed on the Done screen.

9. You will then be redirected to the user's Work Profile page.

10. Click the drop down menu next to Unit, and select the site that you would like the user to have access to. Enter the site name in Name. Click Save.

11. Repeat this process until the user has access to all the sites they need. By selecting New each time.

12. An email containing login details will be automatically sent to the users email address associated with the account. If they do not receive it ask them to check the junk mailbox.

1. Select Administration > Security > User Search.

This opens the User Search screen.

2. Enter the email address of the user in the Name field.

3. Click Search.

The name of the user will appear in Search Results.

Click on the name of the user that appears in the Search Results window.

This opens the screen which allows you to view, edit and manage the user's details.

1. Find the name of the user by following the Search for a user steps above.

2. Click on the user’s Work Profile tab.

3. Click New.

4. Use the drop-down Unit list first to find your site - you can also type the site name into the box if you have a long list. Edit or add the name and click Save. External Reference/Function and Location are not required.

To activate a user's account, you will need to search for the user.

1. Find the name of the user by following the Search for a user steps.
2. Once you have found and clicked on a user's name you can activate their account by clicking the white Active tick box.
3. You must click Save to complete the process.

A users account will be locked if they enter their login credentials incorrectly multiple times. 

1. Find the name of the user by following the Search for a user steps.

Once you have found and clicked on a user's name you can identify if their account is locked if the Locked checkbox is ticked beneath the Active tick box.

2. Select the Security tab.

3. Click Unlock Account.

4. A confirmation of the account being unlocked will appear in a green banner at the top of the screen. 

1. Find the name of the user by following the Search for a user steps. 

2. Follow the steps in the Unlock a user's account section (you can reset a password in the same place as unlock a user's account)

In the Security tab you have the opportunity to reset a user's password.

3. Select the Reset Password button to let Q-Flow automatically generate a new password for the user. An email will be sent to the user with the login details.

4. You can also manually set a new password for a user. Login details will be automatically emailed to the user when the password is set. The user will then be prompted to change their password after login.

Removing your site from a user's Work Profile

1. Find the name of the user by following the Search for a user steps.
2. Click on the Work Profile tab.
3. Select the site that you wish to remove by selecting the blue box.
4. Click delete.
5. A pop up box will appear asking 'are you sure you want to delete this work profile?'. Click OK and the site will be removed.

Deactivating the user account

If the user does not need access to any other sites in Q-Flow site managers can also deactivate a user's account.

1. Find the name of the user by following the Search for a user steps.
2. Follow the steps in the Edit a user's profile section.
3. Once you have found and clicked on a user's name you can deactivate their account by clicking the orange Active tick box.
4. You must click Save to complete the process. 

Please note it is not possible to delete a user’s account and if you press delete you will see an error message and the user’s account will still be active.