Adding Users

Article author
James Walker
  • Updated

What's the context?

The User management section allows you to create new users. It also allows you to assign licenses to users, allocate users to existing roles and even create new roles.

What's the purpose of the article?

This article outlines:

How to access User Management

To do this:

1. From the Start Page go to the Admin panel

2. Then select User Management

The User Profile and Role Management page is displayed.

The features on the User Profile and Role Management section

In the User Profile and Role Management page, you can see a range of features.


These are explained in the table below.

Item Feature Explanation
1 User Profiles

This contains a table of all User Profiles that exist for the chamber. Each record displays the following:

  • Username - This is the name used when a user logs in to Meddbase.
  • Fullname - The full name for the user
  • Email - The external email address for the user. This is sometimes used to send notifications to the user. 
  • Status - A value of either Active or Inactive to denote the status of the user
  • License Type - A value of either Concurrent or Full time.
  • Granted - The date and time the license type was granted.
2 Roles

The list of Role groups that belong to the chamber. 

Users can be added to existing role groups. New Role groups can also be created.

3 New User

Enables you to create a new user record.

4 New Role

Enables you to create a new Role Group.

How to create a new user

To create a new user:

1. From within the User Profile and Role Management page, select New User

The New User dialog appears.

2. Add in a Username in the format xxx.firstname.lastname (where 'xxx' is your client code)

The Meddbase Email Address for the user is automatically populated. This is their user name followed by


3. Click in the Assigned account field

The Account search dialog appears. Here you have 2 options to populate the Assigned account. You can either search for a record that is already on the system or create a new person.

4. To search for an existing record, in the Account search dialog

4.1 Click in the Start search field

4.2 Search for the user as a Medical Person or Non-medical Person record already on the system

4.3 Select the required record from the results list


5. Alternatively, to create a new person, in the Account search dialog

5.1 Click on Add Medical Person or Add Non-Medical Person

5.2 In the screen that appears, add details as required

5.3 Save the record using the button at the top left of the screen


When the Assigned account value is recorded, the Full name value is automatically populated.

6. Add in an external email in the Email field

7. If required, tick the External IP Addresses Allowed check-box

8. When complete, click on Save


The user record is created. Also, the user is emailed their details.

A few hints and tips on creating users

The table below summarises a few useful hints and tips in relation to creating users.

Field Point to note

When creating users, it is a good idea to use a consistent format for user names. In the above example, we have suggested the format [client code].[firstname].[lastname].

It could also be useful to review existing user names within your chamber and follow the existing format. This can help to avoid confusion or complication.

Assigned account This can be a Clinician or a member of Non-medical staff. 
External IP Addresses

Where this is ticked, the user can access Meddbase from outside of your local network. Where you need to allow users to access Meddbase outside of your network (e.g. where they are working from home) this option needs to be ticked.

You can define which IP addresses you consider to be internal in the application configuration, for more about this please refer to the linked article IP address settings.


Further steps you need to take to enable users to access your chamber

There are further steps that need to be taken to enable a user to access the chamber.

Step 1 - Decide on the role groups to which the user needs to be added

There is a range of built-in Role groups available in Meddbase which are explained in the article "Understanding Role Groups". These Role groups will define the features that the user can access and the actions they can carry out.

You will need to decide the Role groups to which the user should be added.

As a general rule of thumb, we recommend adding users to any groups related to their role in the chamber. But ultimately, the decision is yours.

Step 2 - Add the user to the required Role group(s)

By default, all new users are added to the Users Role group. When you have made a decision you need to add the user to further role groups as explained in the article "Adding a user to a Role Group".

Step 3 - Assign a license to the user

After adding your user to a Role group, you need to provide them with a license to allow them to access the chamber. 

How to do this is explained in the article "Assigning Licenses".

If you do not have enough licences to assign or would like more information on what the different licences to, please refer to the article Licencing Explained.

Review date

This article was last updated on 28 October 2021 in the context of Meddbase version