First off, every user on Konfidens needs to have their own account. This is necessary in order to keep the platform secure and log which users have accessed what. Do not share your login credentials with anyone else.
This guide covers two main topics:
Adding your admin or PA to Konfidens
Add a new user
To add more users, your practice needs to be on our Pro plan. If your not already on this plan, start by going to Clinic → Subscription and change to Pro.
Start by adding a new user to your account by going to Clinic → Coworkers and click the + New coworker button. Fill in the name, email and phone number and send the invite. The new user will receive an email with a link to sign in to their account.
Assign permissions
To give a user access to manage your practice or clinic they need admin permissions. In the list of coworkers, click the three dots to the right of the users name and select Make admin.
The administrator privileges gives the user access to:
update any users visibility in self-service booking
update any users working hours
update any users booking profile (bio and image)
view any users anonymised calendar with free or busy availability status (to get full view and edit access, see the next step)
assign admin privileges to other users.
Enable extended access
For privacy reasons, admins do not by default have access to view therapists' client or calendar details. This needs to be activated by each therapist individually.
Navigate to Settings → Access control and check your desired settings.
Using Konfidens as an admin or PA
With the necessary access levels in place, you can now start managing the calendar and clients on behalf of other therapists.
Manage a therapists' calendar
In the calendar window, click the small icon of a person on the top right.
Choose which therapists' calendar you want to view.
Add or edit calendar events.
Use Appointment to invite a client to a therapy session, or Activity to block out their availability.
Adding a new client
To add a new client, click anywhere in the calendar to open the new event sidebar. Click on the plus sign next to the client search bar and fill in the necessary fields to create a new client. Additional information can be added on the client profile after it is created.
Register personal information in the client record
As an admin or PA you can only access a clients' record from a calendar event – meaning that in order to register personal information about a client for a therapist the client needs to have an appointment in the calendar. If they don't have one already, you can create one.
Find an appointment with the client in the therapists' calendar and click it to open the right sidebar.
Click on the client name in the sidebar. This will open the client record.
Click on the Profile tab under the clients name and fill in the desired fields.
Read or write session notes
No user has by default access to a therapists' session notes on a client. Not even administrators. To get access to read or write session notes on another therapists' client there is an extra layer of security in which the therapist must share access to the specific client in question with you.
The therapist can share complete access to a client by locating the client in their client list, click the three dots to the right of the clients name and then choose Share access. In the dialogue box that opens, select the name of the user to provide access and click Save. This client will now show up in the other users client list and both users have now complete access to the client. The therapist can revoke this access at any time following the same steps as outlined above.
Keep in mind that giving someone else access to view a clients session notes may require you to get explicit consent from the client. We advise caution when using this feature.