How to Guide - Department Administrator
A Department Administrator has an intermediate level of permissions within their Department only within a Trust / Organisations portal. This user role can view, edit and amend all Department content via features within the platform, for the Department they are assigned to.
In the Agent portal, for the assigned Department only, this role can:-
- add, edit or remove Waiting rooms
- create scheduled and waiting room appointments.
- join scheduled and waiting room appointments.
Please refer to ‘How to guide Scheduler and Agent’ for further detail.
- view and export Reports
- access helpful resources within the Support Centre.
In the Admin portal, for the assigned Department only, this role can:-
- search for, add, edit or remove Departments.
- search for, add, edit, remove or assign users to a Department or Waiting room.
In addition, a Department Administrator can view and filter Audit logs.
How do I access the Admin Portal?
After logging in, scroll to the top of the screen and to the left of the username, select ‘Switch to Admin’.
This next screen is the main landing page for the Admin portal, the image displayed below is a typical view. Top Tip: it is simple to switch back to the Agent portal by selecting ‘Back to Portal’ to the top right hand side of the screen.
From the main Menu you can navigate between functions.
How do I view an Audit Log?
Simply select ‘Audit log’ from the left-hand panel and search a key reference with the look up tool, or filter between headings; Action, Resource, Customer, Department, User and Created at (date/time).
You can view specific Audit Log details, alongwith the audit log reference code, by selecting the view icon (depicted by an eye) to the right hand side of a log. SQOD generates a unique audit log reference code to allow for log tracking.
What is the purpose of Departments?
Should an organisation have multiple waiting rooms across a handful of business areas, SQOD can offer reporting at business area/department level. For example, 'Occupational Health North' may have a Lung function Test room, Mental Health room and New Starter Assessment room. Reports can be produced for that specific department and no others, if chosen. You can assign a Department Administrator to take responsibility for a specific Department or Departments.
Top Tip: You do not have to create Departments if you are utilising a small number of SQOD waiting rooms.
How do I view and change my Departments?
Select Departments from the left-hand panel under the main Menu in the Admin portal to view a list of your current Departments.
Here you can:-
- create a Department by selecting the ‘Create Department’ button to the right of the screen. Simply give your Department a name in the free text field and select ‘Create Department'.
-filter between multiple Departments or view, edit and delete a Department using the icons displayed. Remember to first select the appropriate Department using the check box alongside the Department name.
How do I add a new User?
Select ‘Users’ from the left-hand side under the main menu in the Admin portal, and click on ‘Create User’.
Fill in each mandatory field marked by an asterix including: first name, last name, email address and role. The ‘Departments ’field is not mandatory. If adding multiple users choose ‘Create & Add another’, if adding a single user choose ‘Create User’. Only if a Department has been created will it show in the dropdown an option to select.
An auto email is generated to the new user and arrives from a ‘no-reply@’ email address inviting sign up. This may arrive into a junk or spam folder. A link to your organisations portal, plus confirmation of email address and a system generated password allows a user to log in, plus generate a memorable password and following the two-factor authentication process, view SQOD Authenticator Guide.
All users do need to be assigned to their respective waiting room within the Agent portal. To do this navigate ‘Back to Portal’ in the top right corner of the screen and:-
- select the waiting room to assign the user to, and click the right-hand navigational arrow.
- choose the ‘Edit’ icon represented by a pencil.
- scroll to the bottom of the page and select the ‘Permissions’ tab to the far left side of the screen.
From ‘Additional user permissions’, and as long as a user has been set up, select that user from the drop-down list and choose ‘Save’. SQOD offers the option to upload a user list via the ‘Upload’ button in this area.
How do I search for and amend or delete current Users?
Select ‘Users’ from the left-hand side under the main menu in the Admin portal, to view a list of your current users and their assigned role.
Should you want to amend user details, first navigate to the member of staff, select the ellipsis (…) to the right of the row, and choose; User Actions, Resend Email Verification or Fully Delete User.
Resend Email Verification: allows you to resend the user invite if a user is unable to locate it.
Fully Delete User: removes your user from the platform entirely including all permissions.
Next to the ellipses (…) is the ‘view’ icon, for viewing and editing user details and attaching or removing a Department from a user.
To the right of the ‘view’ icon, is the ‘edit’ icon represented by a pencil and note.
Once selected, you are able to update the user’s first name, last name, email address and change their assigned role. Select 'Update User' to save changes.
Reporting and Analytics
To view consultation activity in Waiting Rooms within your Department, head to the Reporting tab in the Agent Portal.
From here you can view all consultation activity by selecting the date range, along with the waiting room service in your Department. Choose a custom date range or a pre-set date range from the drop down option for ease (ie., one week, one month) .
Once chosen, data is immediately populated within the pre-set data tiles, with pictorial representation underneath. Content can be exported into a .csv file for further manipulation.
Support Centre
Within the top navigation bar, Department Administrators have access to a comprehensive Support Centre offering a wealth of information including but not limited to; Trouble shooting tips, How to Guides, FAQ’s and technical information.
Further Training
We are pleased to be able to offer comprehensive virtual training on Department Administration features. Please reach out to your SQOD representative to enquire.