To set up SmartFlow, we need some information about each staff member at your hospital. Anyone who interacts with patients, clients, or your computer systems should be listed, so we can ensure everyone has the information they need about your new system.


We have created this handy Google Document template to get you started. You can download the document and edit it on your own computer by going to File > Download as... and select your format of choice. Alternatively, you can create a copy of the document in your own Google Drive.

NOTE: You CANNOT edit this template document, so you have to make a copy or download it to make changes.


Here's a short video with some information on filling in the document: Staff Spreadsheet for initiating SmartFlow account.


For quick reference, here's the information we need: Practice Name, First Name, Last Name, Email, Role, Expertise

  • Practice Name should be the same for all staff unless you have more than one location.
  • First Name should be the name this person prefers to be called.
  • Last Name should be the last name this person prefers to be called.
  • Email must be a valid email address, as passwords will be sent here.
  • Role should be one from Level 6 (highest access) to Level 1 (lowest access).
    • More on the Roles in a moment!
  • Expertise must be one of Receptionist, Assistant, Technician/Nurse Hospital Manager, Practice Owner Veterinarian, Associate Veterinarian, Anesthesiologist, IT Specialist, Other (Wording and spelling are VERY important).
    • Expertise should be the closest to what that person's actual role in the hospital is. In some cases, people may serve multiple roles (ie: a receptionist who also works in the back as an assistant part of the time), so just select the role that matches the majority of that person's responsibilities.


Now, as promised, more on roles. The reason we ask for Role and Expertise is that it is very common to have a Tech who needs higher permissions levels in SmartFlow, for example:


In SmartFlow, we use Roles to tell the software what TRAINING and what PERMISSIONS level any particular user should receive.

Role
Training Specifics
Access Settings?
Add / edit treatments?Complete treatments?

Level 6 
(e.g. Manager)

All training

Yes

Yes

Yes

Level 5 
(e.g. Doctor)
Manager training minus settings

No

Yes

Yes

Level 4 
(e.g. Student)		Manager training minus settings
NoYesYes
Level 3 
(e.g. Tech / Nurse)
Doctor training minus editing treatments

No

No

Yes

Level 2 
(e.g. Assistant)
Same as Tech but
NO ANESTHETIC SHEET

No

No

Yes

Level 1 
(e.g. Reception)
Front of house focused training

No

No

No


What role should I select for my kennel staff?

For staff who only need to mark down what's going on with a patient (ie: record a walk or urination), and will never be involved in monitoring anesthesia, the Level 2 role is most appropriate.

However, if the staff will need to make changes to the treatment sheet (ie: modify how often a dog is fed and walked), the Level 4 or 5 role is required (please find a detailed Roles and Permissions description HERE).


What if I want a user to be trained on how the settings work, but I don't actually want them to have this access?

You can start any user in any role to initiate training, then change that role once they've completed their training course. When you change a role, you will need to Activate that user again in SmartFlow. If you don't, they will not have access to their account!


We hope you found this information useful!