User Management Feature

Providers with the appropriate permissions can add new users or update existing users in the Non-Homecare Portal. User access is controlled by role-based permissions, which also determine access to reports and other administrative features.

To manage users, go to Admin > User Management.

The Non-Homecare Portal includes two roles:

Admin Coordinator

  • Add and edit users

  • Configure SFTP settings

  • Access reports, including:

    • Batch Detail Report

    • Placement Report

  • Configure SFTP settings

  • Access reports, including:

    • Batch Detail Report

    • Placement Report

Users can only access features assigned to their role. Roles are defined and managed by HHAeXchange System Administration.

To add a new user:

  1. Go to Admin > User Management > Add User.

  2. Complete the required fields (marked with a red asterisk):

    This image displays the New User page highlighting required fields.

    • First Name: The user’s first name

    • Last Name: The user’s last name

    • Username: The user’s login name (for example, firstlast)

    • Status: Active or Inactive

    • Role: Admin or Coordinator

    • Email: The user’s email address for system notifications and login emails

  3. Click Save.

If required fields are missing or entered incorrectly, the system highlights the fields and disables the Save button. Once the profile is saved successfully, a confirmation message appears.

This image shows invalid field messages.

The new user receives a welcome email with login instructions, the portal URL, and a temporary password.

This image shows the email message recieved by the new user with log in instructions.

To update a user:

  1. Go to Admin > User Management > Edit User.

  2. Use the search filters to find the user and click Search.

  3. From the results, select one of the following actions:

    • Unlock: Unlocks the account if it is locked

    • Edit: Opens the Edit User page

    • Reset Password: Sends the user an email with instructions and a temporary password

  4. The Edit User page opens with existing details to update, except the Username field which remains locked and cannot be changed.

  5. To change the user's password, click the Change Password link.

    Only use the Change Password feature to set a new password for the user. To allow a user to reset their own password using a temporary password, have them perform a Self-Service Password Reset instead.

  6. In the Change Password window, enter a new password in the New Password field and reenter the password in the Confirm Password field.

  7. Click Save.