User accounts grant access to Practice by Numbers (PbN). To manage user logins and permissions, you must have administrative privileges, typically assigned to roles such as the Owner or Office Administrator.

Creating a New User Account

For In-Practice Employees

Follow these steps to create an account for an employee who works in the practice:

1. Access User Accounts

Click on the menu in the upper-right corner of the page.
Navigate to Settings > User Accounts.

2. Locate the Employee

Find the employee’s name in the User Accounts section.

3. Activate the Account

Check the Active box.
Enter the employee’s email address and a valid cell phone number.
Assign the appropriate role for the user.
Click Save.

4. Send Setup Credentials

The employee will receive:
- An email with a link to set up their account.
- A text message containing the Practice Code Word.

5. Communicate the Practice Code Word Securely

The Practice Code Word will be sent to the user via text message.
If the user does not receive the text, an authorized user must provide the Practice Code Word in person or by phone.
Important: The Practice Code Word must not be sent manually via email or text.

6. Password Setup

The employee will use the password setup email and Practice Code Word to create their password.

7. Resetting a User’s Password (If Needed)

If an existing user forgets their password, follow the steps outlined in the Reset Practice User Password article.

For Out-of-Practice/Non-Employees

If you need to create an account for a non-employee, such as a consultant or remote team member, follow these steps:

1. Add the Non-Employee

Click on the menu in the upper-right corner.
Go to Settings > Employees, then click Add Employee.
Enter the individual’s name and check the Active box.

2. Create the User Account

The individual’s name will now appear in the User Accounts section.
Follow the steps outlined for in-practice employees, including adding their email address and cell phone number, assigning a role, and ensuring they receive their setup credentials.

By following these steps, you can efficiently manage user accounts for both in-practice and out-of-practice team members while upholding security protocols.

Login Security and Password Requirements

To maintain account security, PbN enforces strict login protections.

Login Verification

After entering your email and password, all users must complete a Cloudflare bot control check.
A green “Success!” badge confirms you’ve passed verification.
If verification fails, you’ll see a “Please complete the security check” error and will need to reset your password.

Password Requirements

When creating or resetting your password, it must include:

✅ At least 9 characters
✅ At least 1 uppercase letter
✅ At least 1 lowercase letter
✅ At least 1 number
✅ At least 1 special character (e.g., !@#$%^&*()-_=+[]{};:'",.<>?/|)

🚫 Avoid:

Sequential characters (abc, 123)
Repeated characters (aaa, 111)
Keyboard patterns (qwerty, asdf)
Passwords that include your name or email address

📌 A password strength meter will confirm if your password meets requirements before you can save it.

Account Lockouts and Recovery

Causes of Account Lockouts

Multiple unsuccessful login attempts (5 or more).
Forgotten credentials.
Security restrictions (e.g., flagged weak password).

Steps to Regain Access

Contact Your Administrator or PbN Support
- Your administrator or the PbN Support team can unlock your account.
- If needed, request a password reset link.
Reset Your Password
- Use the Forgot Password option on the login page, or the link emailed to you.
- Enter your Practice Code Word to confirm your identity.
- Create a new password following the requirements above.