Overview
The Users page is found under Settings > Super Admin > Users. It lists all staff accounts for your practice and lets you create new accounts, edit existing ones, and control what each person can access. Only users with Super Admin permission can manage other users.
Each account controls two things independently: what areas of iconpractice the person can see (their permissions), and whether they can use AI features (their AI access). Both are configured from this page.
Accessing Users Management
Navigate to Settings in the top menu
Select Super admin from the sidebar menu
Click on Users
Users List
The list shows all active accounts by default. You can search by name to narrow the list. Each row shows the user's name, username, email address, last login and last active time a date, and whether AI functions are enabled for the user.
If a user has no email address set, a warning appears on their row. Accounts without an email address cannot use the password reset function, so it is good practice to ensure every active user has a valid email on file.
To see accounts that have been deactivated, use the Show deleted toggle at the top of the list. Deleted accounts can be restored from that view if needed.
List Features
Search: Filter users by first or last name using the search bar
Show deleted: Toggle to display previously deleted users
Rows Per Page: Control how many users display per page (default is 10)
Add a User: Create a new user account
Back: Return to the previous screen
Users can add an email address, as well as editing their name, password and mobile number by clicking "Profile" under their name on the sidebar of the software.
Adding a New User
Click Add User to open the creation form. You must provide a username, a password, and an email address. Passwords must be at least eight characters and include uppercase letters, lowercase letters, and numbers.
Once created, a username cannot be changed. If a username needs to be updated, contact iconpractice support.
To add a new user, click the "Add a User" button on the Users list page. You'll need to provide:
Basic Information
First name: User's first name
Last name: User's last name
Username: Login ID for the user
Password: Secure password (must be at least 8 characters and contain at least one uppercase letter, one lowercase letter, and one number)
Email address: User's email for system notifications and password recovery
Mobile: Contact number (optional)
Access Configuration
Linked Practitioners
Select practitioners whose financial data this user can access
Option to select "All practitioners" for complete access
Individual practitioners can be selected for limited access
Associated Practices
Select the practices where this user will have access
Multiple practices can be selected if applicable
Access Permissions
Permissions are organized into categories:
Admin: System administration functions
Clinical: Patient clinical data access
Financial: Financial reporting and billing access
Super Admin: Critical system configuration permissions
Each category includes granular permissions such as:
View and edit diary annotations
Manage stock and suppliers
Configure system settings
View and edit patient accounts
Generate financial reports
And many more specialized permissions
Each permission can be set to either view-only or edit access where applicable.
Permission Shortcuts
Enable all buttons for each category to quickly grant all permissions
AI Access
Once created, each user account has an AI access setting that controls whether they can use AI features including the transcription widget and AI letter generation. Users with AI access turned off will not see the AI Scribe buttons on the Records page and are limited in the number of AI letters they can generate each month.
To enable or disable AI access for a user, open their account and look for the AI Access toggle in the account settings section. Turn it on for any staff member who should have access to AI features.
Users with an active AI plan have unrestricted AI use. Users without a plan can still use AI features but are subject to monthly limits on audio recording time and letter generation. When a user approaches or reaches their limit, they will see a warning notification. Usage is tracked per user and can be reviewed on the AI Usage page under Settings, Super Admin.
Editing an Existing User
Click on any user in the list to open their account. You can update their name, email address, password, practitioner assignment, practice assignment, permissions, and AI access from the edit form.
Changes take effect immediately. If you update a user's password, they will need to use the new password on their next login.
Editing a User
To edit an existing user, click the "Edit" button next to their name. The editing form includes:
Basic Information
Update first name and last name
Modify email address and contact details
Usernames cannot be edited once created from the interface. If a change of username is required, please email support
Access Configuration
Adjust linked practitioners access
Change associated practice access
Permissions Management
Modify system access permissions
Enable or disable Super Admin status
Restoring Deleted Users
To restore a previously deleted user:
Toggle "Show deleted" to ON
Locate the deleted user in the list
Click the "Restore" button next to their name
Navigation
Save: Create a new user or update an existing one
Back: Return to the users list without saving changes
Best Practices
Assign only necessary permissions based on job roles
Ensure all users have valid email addresses for password recovery
Periodically review user accounts and permissions
Delete user accounts when staff members leave the practice
Use strong, unique usernames and passwords
Common Questions
Can two people share a login?
Sharing accounts is not recommended. Usage limits and audit logs are tracked per user, so shared accounts make it impossible to see who did what and can cause one person's activity to exhaust another person's AI allowance.
What happens if a user reaches their AI limit?
They will see a warning toast notification when they start a session that is near or over the limit. They can still complete that session, but usage beyond the included amount may incur overage charges depending on your plan. See the AI Usage page for a breakdown of current usage.
Why can I not see AI Scribe buttons?
The AI Scribe buttons only appear for users with AI access enabled. Check the user's account and confirm the AI Access toggle is on.