Admin User Staff Linkage - hmislk/hmis GitHub Wiki

Linking a User to a Staff Member

Overview

Every system user account can be linked to a staff member record. This connection is what puts the staff member's name on bills, prescriptions, audit entries, and reports. Without this link, the system cannot associate a user's activity with a named clinician or administrator. This page explains how to link or change a user's staff record.

When to Use

  • A user account was created without a staff link and needs one
  • A staff member changes role and needs their user account linked to an updated staff record
  • You need to verify who a user account belongs to

Navigating to Staff Linkage

There are two paths to link a user to a staff member:

Path 1: From the User Edit Form

  1. Click Administration → Manage Users
  2. Select the user row and click Manage User
  3. In the Staff field, start typing the staff member's name
  4. Select the correct person from the autocomplete suggestions
  5. Click Save

Path 2: During User Creation (Existing Staff)

When creating a new user account for a person who already exists as a staff member:

  1. Click Administration → Manage Users
  2. Navigate to Add New User
  3. Open the Advance tab
  4. Tick Add User To Existing Staff
  5. In the Staff field that appears, search for and select the existing staff member
  6. Complete the other fields and click Save User

Note: Using "Add User To Existing Staff" avoids creating a duplicate person record in the system. Always prefer this path when the person already exists.

Path 3: From the User List

  1. Select the user row in the View Users list
  2. Click Manage Staff in the right action panel
  3. This navigates to the staff member's record directly for review or editing

Fields on the Staff Autocomplete

When searching for a staff member, the autocomplete shows the person's name with title (e.g. "Dr. John Smith"). Type any part of the name to filter the list.

What Happens After Linking

Once linked:

  • The staff member's name appears in the Staff Name column of the user list
  • Bills and prescriptions created by this user will carry the staff member's name
  • Channel bookings and appointments can be associated with the clinician
  • Reports filtered by staff will include this user's activity

Troubleshooting

Staff member does not appear in autocomplete

Symptoms: Searching for the name shows no results
Cause: The staff member has not been created yet, or is retired
Solution: First create the staff record under Administration → Manage Staff — see Staff Management Overview

Multiple user accounts for the same person

Symptoms: A staff member appears linked to more than one active user account
Cause: A duplicate user was created instead of using "Add User To Existing Staff"
Solution: Deactivate the duplicate account and consolidate to a single active account

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