Managing Groups and Access Control

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Now that you've mastered Tags, find out how to manage the groups that contain them.
 
The Groups feature is a dynamic and intuitive way to organize all of your users. Watch the video below to find out how this feature allows you to customize and assign preferences to different kinds of users, based on your team's needs and objectives.
 
Group Feature Walk-Through
To access the Groups feature, place your cursor on Manage, then click on Groups in the drop-down menu.
 
 
Group Priority
From the Groups homepage, you can manage and view all of your existing groups.
 

Prioritizing your groups

Users will be sorted into groups based on the tags associated with their account. 

Once a user falls into a group, they will not be placed into any groups below that group, even if they meet a lower-ranked group's criteria.

As such, it is important to arrange your groups in order of importance, with the most important at the top and the least important at the bottom. 

 

Arranging your groups

When you first open your Groups page, the groups will be arranged based on two general rules:

  1. Groups with the most restrictions will be placed at the top of your list

  2. Groups with the most "Hub Access" will be placed near the top of your list

You can manually set the order of your Groups by clicking and dragging the blue icon next to the group.
 
 
 
Total Users and Actual Users

From the Groups homepage, each group will have two numbers associated with it: Total Users and Actual Users
  • Total Users shows the number of users in your Hub whose profiles contain the tags allowed in this group.

  • Actual Users shows the number of people in the group, and will fluctuate depending on  the group's priority. 
Seeing your Total and Actual User count can help you manage your groups at a glance. 

 

Create A New Group

From the Groups homepage. click New Group to begin the process.
 
 
A pop-up will appear on your screen. From here, you will enter the name of the group, a brief description of the group, choose a color to associate with the group, and enable various Hub features. These features can be managed later using the Access Control feature.



Edit Your Group

To begin making edits to a specific group, click on the Edit link on the associated group.
 

From here, you can create/edit rules for your group and change the name, color, and description of your group.

 

Create A Rule
When you add tags to a group, you give this group's actual users the ability to access the features in the Hub that are check-marked on this page.

To add tags to a group, click New Rule.

Next, click the arrow next to Select User-Type, then choose the option that best fits your objective.

From here, you can select the tag parameters you would like to use.

Finally, click and drag tags from the Tag panel on the right hand side of the page into the Drop Tags Here box. The tags will look something like this when you've added them to the rule:

If you select Extra Options, you can define permissions even further by utilizing an And/Or without the tags option. Once you've clicked and dragged these tags onto the Drop Tags Here box, the rule will look something like this.

 

Group/Tag Recommendations

If you would like some advice on which tags Group/Tag pairings make the most sense and what features each group should have access to, this table may help!

GROUP

FEATURES

TAGS

Financial Group

  • Refer-A-Friend
  • Facebook Like
  • Twitter Follow
  • Instagram Follow
  • Pinterest Follow
  • Financial Alert - For patients who are delinquent in their payments

New Patient/Lead Group

  • Everything except Prize Redemption
  • Future Patient - New patient exam
  • Pending Patient - After exam, undecided
Staff
  • At practice's discretion
  • Staff with any tags
  • Dental Community
  • Dental Hygienist
  • Dental Team Member
  • Dentist
  • Specialist

Kids Club

  • All except Reviews, Contests, and Prize Redemption
  • Kids Club - Patients who are usually seen once or twice a year and placed on recall or observation until ready for treatment
  • Sibling - Younger siblings of patients who are not quite ready for their first exam

Practice Ambassadors

  • At practice's discretion
  • Practice Ambassador - Great advocates of the practice. Parents, relatives, family friends, PTA members, etc.
  • Responsible Party - Guardians/Parents

Inactive/Retention

  • All except Contests and Prize Redemption
  • Alumni - Former patients
  • Retention - Patients in retention
Active
  • All
  • Adult Patient - Active full treatment adult patient
  • Orthodontic Patient - Active full treatment, phase 1, or adult patients
  • Between Treatment Patient - After phase 1 waiting for phase 2
  • Dental Patient - Active dental patient - Used in general dental offices
  • Imported - Patients imported from practice management system
  • TMJ - TMJ patients

Non-Grouped Users These tags are not typically sorted into any groups

  • Employee
  • Contact Us Form
  • Contests
  • Facebook Form
  • Parent
  • Promotion - Event
  • Promotion - Offer
  • Refer-A-Friend
  • Self Registered

 

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