How to Add or Remove Dashboard Users

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4.3 

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Category: My Account

Subcategory: User Management

Suggested Tags: add user, remove user, dashboard access, user management, credentials, staff, leavers, joiners, account

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Purpose of This Article

Managing dashboard access for staff joiners and leavers is an important part of good data security practice. This article helps practice managers keep access current and ensures the right people have the right level of access at all times.

Main Content

Who Can Request User Changes

Any Admin user at your practice can request a user to be added or removed. You do not need to be the practice manager, though in most practices this responsibility sits with the practice manager or the person who manages IT and system access.

If you are unsure who the Admin user at your practice is, contact support@quantumloopai.com.

Adding a New User

When a new member of staff needs dashboard access, contact QuantumLoopAI to have an account created for them.

What to include in your request:

• The new user's full name
• Their work email address (this will become their dashboard username)
• Their job role
• The access level required: Admin or Standard user
• Your surgery name and ODS code

Once QuantumLoopAI creates the account, the new user will receive two emails:

• An email containing their username (the Dashboard Access Credentials email)
• A separate email containing their password

The new user should be advised to check their spam or junk folder if either email does not arrive within a few working days.

After logging in for the first time, all users must complete the 2FA verification step using the code sent to their registered email. See: How Two-Factor Authentication (2FA) Works (article 4.2).

Removing a User

When a member of staff leaves or no longer needs access, it is important to remove their account promptly. This is good information governance practice and prevents former staff from accessing patient data.

What to include in your removal request:

• The user's full name
• Their email address
• Your surgery name and ODS code
• The reason for removal (optional but helpful — for example, staff leaver, role change)

Once removed, the user will no longer be able to log in to the dashboard. Their previous activity in the dashboard is retained for audit purposes.

Updating a User's Details

If a user's email address or role changes, contact support@quantumloopai.com with the updated details. The most common reason for this is a staff member changing their email address following a name change or moving to a new email domain.

Do not attempt to use the password reset process to update a user's email address — this will not work. The change must be made by the QuantumLoopAI team.

Managing Access When Staff Leave

When a staff member leaves your practice, remove their dashboard access as part of your standard leaver process. This should happen on or before their last day.

A good way to handle this is to include dashboard access as a line item in your existing leaver checklist alongside other system access removals — for example, NHSmail, EMIS or SystmOne, and any other clinical systems.

If you are not sure who currently has dashboard access at your practice, contact support@quantumloopai.com and ask for a list of current users. This can help you audit access periodically.

Step-by-Step Instructions

To add a new dashboard user:

1. Open a new email to support@quantumloopai.com
2. Use the subject line: "Dashboard User Request — Add — [Surgery Name]"
3. Include the new user's full name, work email address, job role, required access level (Admin or Standard), your surgery name, and ODS code
4. Send the email
5. QuantumLoopAI will create the account and the new user will receive their credentials by email within a few working days
6. Advise the new user to check their spam or junk folder if the emails do not arrive

To remove a dashboard user:

1. Open a new email to support@quantumloopai.com
2. Use the subject line: "Dashboard User Request — Remove — [Surgery Name]"
3. Include the user's full name, email address, your surgery name, and ODS code
4. Send the email
5. QuantumLoopAI will confirm once the account has been removed

Troubleshooting

A new user has not received their credentials. Ask them to check their spam or junk folder. The credentials arrive in two separate emails — one for the username and one for the password. If neither has arrived within three working days of the request being submitted, contact support@quantumloopai.com.

A former member of staff has been in touch and says they can still log in. Contact support@quantumloopai.com immediately to have the account removed. Include the user's name and email address.

We are not sure who currently has dashboard access. Contact support@quantumloopai.com and ask for a list of current users for your practice. It is good practice to audit access periodically, particularly after staff changes.

We need to change a user's access level from Standard to Admin or vice versa. Contact support@quantumloopai.com with the user's name, email address, and the access level you want them to have.

A user's email address has changed and they can no longer log in. Contact support@quantumloopai.com with the user's old email address, their new email address, and your surgery name. The team will update the account.

FAQs

How quickly are new users set up? QuantumLoopAI aims to create new accounts within a few working days of receiving the request. If access is needed urgently, note this in your email and contact your account manager directly.

Can users share a single login? No. Each user must have their own individual login credentials. Shared logins are a data security risk and prevent accurate audit trails. If staff are currently sharing a login, contact support@quantumloopai.com to set up individual accounts.

What happens to a user's activity history when their account is removed? Activity history is retained in the dashboard for audit and compliance purposes. Removing an account does not delete any historical data.

Can we set up temporary access for a locum or cover staff member? Yes. A user account can be created for a locum or cover staff member and removed once their assignment ends. Include the expected end date in your request and QuantumLoopAI can flag it for removal at that point.

Do new users need training before accessing the dashboard? New staff should be familiar with how the dashboard works before managing EMMA settings. The staff training completed during onboarding is relevant for all team members. If a new joiner has not completed training, contact your account manager to arrange access to the training materials.