Overview

User management is a core administrative function in BScheduler. As an Administrator, you control who has access to the system, what they can do, and which branches they can work with.

This guide walks you through creating new user accounts, assigning appropriate roles, and configuring branch access to ensure each team member has the right permissions.

Before You Begin

Required Permission: Administrator

What You'll Need:

• User's first name and last name
• User's email address
• Desired username (often the same as email)
• Role assignment (Admin, CSR, Field User, or custom role)
• Branch assignment(s)

Important Considerations:

• Email addresses must be unique across all users
• Usernames must be unique across all users
• Users receive login credentials via email (if configured)
• New users won't have access until assigned at least one role and one branch

Creating a New User

Step 1: Access User Management

1. Log in to BScheduler as an Administrator
2. Click Administration in the main navigation menu
3. Select User Settings
4. Click User Management

You'll see the User Management page displaying all existing users.

Step 2: Initiate User Creation

1. Click the + Create new user button (top right of the page)

The "Create new user" window opens with three tabs:

• User Information
• Roles
• Branches

Step 3: Enter User Information

Complete all required fields on the User Information tab:

First Name * (Required)

• Enter the user's first name
• Example: "Sarah"

Surname * (Required)

• Enter the user's last name
• Example: "Johnson"

Email address * (Required)

• Enter a valid, unique email address
• This email receives system notifications
• Example: "sarah.johnson@company.com"

Username * (Required)

• Create a unique username
• Common practice: Use the email address as the username
• Example: "sarah.johnson@company.com"

Phone Number (Optional)

• Enter user's contact phone number
• Useful for account recovery

BF Solution ID (Optional)

• Internal identifier if applicable

User name (Optional, system field)

• Additional name field if needed

Optional Settings:

☐ Set random password - System generates a secure random password

☐ Two factor authentication disabled - Disable 2FA requirement if needed (not recommended)

☐ Send activation emails - Automatically send welcome email to user

☐ Active - User account is active (checked by default)

☐ Two-factor authentication enrolled - User has completed 2FA setup

☐ Lockout enabled - Account can be locked after failed login attempts

Step 4: Assign Role(s)

1. Click the Roles tab in the Create new user window
2. You'll see a list of available roles:
   • Administrator
   • CSR
   • Field User (Technician)
   • Any custom roles your organization has created
3. Check the box next to the role(s) you want to assign

Best Practices:

• Most users should have only ONE role
• Multiple roles grant the highest permissions from any assigned role
• Start with the least permissions needed and increase if necessary
• Common assignments:
  • Front desk staff → CSR
  • Service technicians/clinicians → Field User
  • Managers → CSR or custom Manager role
  • IT/System admins → Administrator

Example:

☐ Admin
☑ CSR
☐ Manager
☐ Field User

What Each Role Can Do:

• Administrator - Full system access, user management, configuration
• CSR - Create/edit appointments, manage customers, multi-branch access
• Field User - View schedule, update appointments, and limited administrative access

For detailed role permissions, see: Understanding User Roles and Permissions

Step 5: Assign Branch(es)

1. Click the Branches tab in the Create new user window
2. You'll see a list of all branches in your organization
3. Select the branch(es) this user should have access to

Branch Assignment Guidelines:

Single Branch Assignment:

• Most field users (technicians/clinicians) work from one location
• User can only create/edit appointments for that branch

Multiple Branch Assignment:

• CSRs often need access to multiple locations
• User can create/edit appointments across all assigned branches
• Useful for schedulers managing multiple service centers

No Branch Assignment:

• User cannot access the scheduler
• Only appropriate for admin-only accounts who manage settings but don't schedule

Example:

☑ Cincinnati Branch
☑ Salt Lake City Branch
☐ Detroit Branch
☐ Portland Branch

Step 6: Save the New User

1. Review all three tabs to confirm information is correct:
   • User Information tab: Name, email, username
   • Roles tab: At least one role selected
   • Branches tab: At least one branch selected
2. Click the Save button
3. Success message appears: "Successfully saved"
4. The new user now appears in your user list

What Happens After User Creation

Immediate Effects:

• User account is created in the system
• User can log in with the provided credentials
• User has access based on assigned role and branches

If "Send activation emails" was checked:

• User receives welcome email with login instructions
• Email includes link to set a password (if a random password was generated)
• User should check the spam folder if the email doesn't arrive

If user needs to log in immediately:

• Provide them with the BScheduler URL
• Provide their username (usually their email)
• Provide their password (if you set it manually)
• Instruct them to change their password on their first login

Managing Existing Users

Viewing User Details

From the User Management page:

1. Locate the user in the list
2. Use search/filter if you have many users
3. Click on the user's row to view details

You'll see:

• Basic user information
• Assigned roles
• Assigned branches
• Account status (Active/Inactive)
• Last login date (if available)

Editing User Information

To update an existing user:

1. Navigate to Administration > User Settings > User Management
2. Click on the user you want to edit
3. Make changes to any tab:
   • Update contact information
   • Add/remove roles
   • Add/remove branch assignments
   • Toggle active status
4. Click Save
5. Changes take effect immediately

Deactivating a User

When an employee leaves or no longer needs access:

1. Open the user's profile
2. Go to the User Information tab
3. Uncheck the "Active" checkbox
4. Click Save

Effects of deactivation:

• User cannot log in
• User's name remains in system for historical data
• Past appointments created by this user remain visible
• User can be reactivated later if needed

Important: Do NOT delete users unless absolutely necessary. Deactivating preserves historical data and audit trails.

Resetting User Passwords

If a user forgets their password:

Option 1: User Self-Service

• User clicks "Forgot password?" on the login screen
• Follows email instructions to reset

Option 2: Administrator Reset

1. Open user's profile in User Management
2. Click password reset option (if available)
3. OR: Check "Set random password" and save
4. Provide new password to user securely

Changing User Roles

To modify a user's permissions:

1. Open the user's profile
2. Click the Roles tab
3. Check/uncheck roles as needed
4. Click Save

Common Scenarios:

Promotion: Field User → CSR

• Uncheck the Field User role
• Check CSR role
• Consider adding additional branch assignments

New Administrator

• Check the Administrator role
• Consider removing other roles (Admin role includes all permissions)

Temporary Elevated Access

• Add additional role temporarily
• Remove role when project is complete

Managing Branch Assignments

To change which branches a user can access:

1. Open the user's profile
2. Click the Branches tab
3. Check/uncheck branches as needed
4. Click Save

Common Scenarios:

User Transfers to New Location

• Uncheck old branch
• Check new branch

CSR Takes On Additional Locations

• Keep existing branch(es) checked
• Add new branch(es)

Temporary Coverage

• Add branch temporarily
• Remove when coverage period ends

User Management Best Practices

Security Best Practices

✅ Do:

• Require strong passwords
• Enable two-factor authentication when available
• Review user access quarterly
• Deactivate users immediately when they leave
• Use unique usernames and emails
• Assign minimum permissions needed for job function

❌ Don't:

• Share login credentials between users
• Give everyone Administrator access "just in case"
• Leave inactive users active
• Use generic usernames like "scheduler" or "admin"

Organizational Best Practices

New Employee Setup Checklist:

1. Create user account before first day
2. Assign appropriate role based on job function
3. Assign branch(es) where they'll work
4. Test login credentials
5. Provide BScheduler training
6. Document their assigned permissions

Quarterly User Review:

1. Review list of active users
2. Deactivate users who have left
3. Verify role assignments are still appropriate
4. Check branch assignments are current
5. Confirm no shared accounts exist

Role Assignment Guidelines:

• Administrator - IT staff, operations managers (limit to 2-3 people)
• CSR - Schedulers, dispatchers, customer service, front desk
• Field User - Technicians, clinicians, field workers, providers
• Custom Roles - Specialized needs (managers, reports-only, etc.)

Troubleshooting User Issues

User Can't Log In

Check:

• ✅ Is user account Active?
• ✅ Is username/email correct?
• ✅ Has password been set?
• ✅ Has user been assigned at least one role?
• ✅ Has user been assigned at least one branch?
• ✅ Is account locked due to failed login attempts?

User Can't See Appointments

Check:

• ✅ Has user been assigned appropriate branches?
• ✅ Is user looking at correct date range?
• ✅ Are filters applied that hide appointments?
• ✅ Does user's role include "View" permission for Scheduler?

User Can't Create/Edit Appointments

Check:

• ✅ Does the user's role include "Create" or "Edit" permissions?
• ✅ Is the user trying to edit an appointment outside their scope? (Field Users can't edit appointments in branches they're not assigned to)
• ✅ Is the appointment assigned to someone else? (Field Users may only edit their own appointments)

User Can't Access the Administration Menu

Expected: Only Administrators see the Administration menu. CSRs and Field Users do not have access to the system configuration.

If the user needs admin access: Assign the Administrator role

Related Articles

• Understanding User Roles and Permissions
• Creating and Managing Roles
• Assigning Branch Access
• Security Settings

Need Help?

If you have questions about user management or need assistance:

Email: support@bluetread.com