What does the User Management function do?

Follow the steps below to assign permissions to a role.

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

2. Select the Admin from the required Section field dropdown.

3. Select the role(s) from the Roles field dropdown.

4. Click Search to generate a list of permissions.

5. From the results, find and select the applicable permission for the selected role(s).

6. Click Save to apply the changes at the bottom of the page.

Once this process is completed, the user must log out first and then log back into the system to see the saved changes.

1. Go to Admin > User Management > New User to access the Add New User page.

2. The Add New User page opens. Complete the required fields indicated by red asterisks and described in the table.

   

   Field	Description
   *First Name	(Required) Enter the user's first name.
   *Last Name	(Required) Enter the user's last name.
   *Login Name	(Required) Enter the login name for the user to enter the system. Login name must be unique within an Agency AND across the HHAeXchange platform. Username can include letters, numbers, underscores, dashes, @ sign, or dots. Note that there is a 50-character limit to any login name. Email address can be used.
   *Email	(Required) Enter the user’s unique email address. This email is used for any assigned system notifications to include the initial email with temporary password to log in to the system.
   *Role	(Required) Select the Role(s) for the user.

3. Use the IP Address fields to restrict user access location, days, and times. Select one or both options.

   These restrictions are optional.

   

   Select	To...
   IP Restricted	Restrict access to the system to up to 3 unique IP addresses.
   Hourly Restricted	Specify the days and hours when Users may access the system. A valid IP address for each day of the week can also be added.

4. Select other permissions specific to the user, such as Pending Placement Notifications, Access to Reporting Tool, and Accept Unspecified Office Placements.

5. In the Office Setup section, click the Add button to assign offices to the user. Additional settings can be indicated for the user under the Office Setup section. Only one Office can be the designated Primary at a time. Once a Primary Office is selected, functionality in other Offices is limited.

6. Click the Save button to create the new user’s profile. The user receives an email with a temporary password to log in to the system.

7. Provide the user with their login name. The email does not include this information.

When an agency Admin creates a new user account, a Create Password process is generated by the system once the new profile is saved. The following examples demonstrate the steps for users to create a password. The user receives the Create Password email with link and instructions.

Upon clicking the Create Password link, the system routes the user to the Login screen. On this screen, the user:

1. Enters a password

2. Re-enters the password in the Confirm Password field

3. Selects the required Accept Terms and Conditions checkbox if the agency requires terms and conditions.

4. Clicks on Save Password to continue.

The system guides the user with instructions and password requirements.

Agency Admins can initiate a Password Reset for any agency user for various purposes, typically for security measures for example, if credentials are compromised. Instead of providing a password for the user, the process is automated prompting the user to reset the password after the initiation from the Agency Admin.

Initiating a Password Reset

A Password Reset can be initiated via the User Account page under Admin > User Management > User Search. On the Update User Account page, click the Reset Password link.

The system alerts the Agency Admin that an email has been sent to the user with a Reset Password link, effective for the next 12 hours. Click out of the alert to close the window and return to the User Account page. No further action required from the agency Admin.

User Password Reset

The agency user receives an email with the link and instructions to reset their password. The user follows the prompts to reset their password accordingly. Refer to the Self-Service Password Reset Job Aid for further guidance and password requirements.

Only roles with the Inactivate Users permission can deactivate a user; otherwise the Status field is unavailable to edit. Complete the following steps to deactivate a user's account.

1. Go to Admin > User Management > Search User to locate the user.

2. From the results, click the Edit link to access the Update User Account page.

3. From the Status field, select Inactive.

4. Click Save. Once saved, the user can’t access the system with their current credentials.

To search for a user in the system, enter the user’s first name, last name, login name, email address, role, or status to narrow a search, or click the Search button to view all users.

The search results include the following information per line item:

On the Search Results, click the Edit link for the applicable user to open the Update User Account page. This page contains the user’s information as entered when the profile was created, refer to the Create New User section for field descriptions. From here, make the necessary edits, to include changing the Status, resetting the Password, applying restrictions, or editing Office Setup. Click Save to apply.

The Edit Roles function allows Agencies to edit the permissions of any Role created for the Agency by HHAeXchange. Complete the steps below to edit permissions for a Role.

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

2. Select the applicable and required Office and Section fields. The Role(s) field is optional. If a specific Role is not selected, then the system displays all Roles for the Agency to compare permissions.

3. Select or deselect permissions in the left-most column according to role.

4. Click Save.

Once this process is completed, the user must log out first and then log back into the system to see the saved changes.

This feature is enabled by HHAeXchange System Administration. Contact HHAeXchange Support Team for details, setup, and guidance.

In the User Account page (User Management > New User or > Update User Account) agencies can use the SSN field to capture a system user’s Social Security Number (SSN), as seen in the image below. This feature is used to track and validate a system user’s SSN ensuring that duplication is detected across the platform for Active and Inactive users. This functionality works similar to how a Caregiver SSN is tracked and validated in the system.

While not a requirement for most agencies, some markets are required to capture and track a system user’s SSN to detect duplication and fraud. If requirement is enabled, then the SSN# field appears with a red asterisk; otherwise the field appears as optional. To view the history of the SSN for the user, click the H link to the right of the SSN# field. The history is only applicable if the SSN# field is required.

If a duplicate SSN is entered in the system, then the system issues a validation message not allowing the profile to be saved.

This feature is enabled by HHAeXchange System Administration. Contact HHAeXchange Support Team for details, setup, and guidance.

Providers can prevent duplicate email addresses in the system. Once enabled, the system checks for unique user email addresses across the platform when creating or editing a user account located under Admin > User Management > Update User Account. This applies to both Active and Inactive email addresses.

When a user attempts to create or edit a user account using a current or former email address that is active or inactive, the system issues a validation, not allowing a user to save the duplicate email address.