User accounts grant access to Practice by Numbers (PbN). To manage user logins and permissions, you must have the appropriate 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 a secure platform, all users must complete a bot control verification step during login. This appears after entering your email and password and is marked by a Cloudflare security check. A green “Success!” badge indicates the verification has passed, and the user may proceed.
If verification fails, users will receive a “Please complete the security check” error and will be unable to log in. This indicates that the user’s password does not meet current security standards.
In such cases, the user will be required to reset their password before gaining access. During the reset process, they must provide the Practice Code Word to confirm their identity. This extra layer of verification ensures that only authorized individuals can complete password updates and regain access to their account.
Account Lockouts and Recovery
If you are locked out of your Practice by Numbers (PBN) account, there are steps you can take to regain access. Follow the instructions below:
Causes of Account Lockouts
Multiple unsuccessful login attempts.
Forgotten account credentials.
Security-related account restrictions.
Steps to Regain Access
Contact Support or Your Administrator. If your account has been locked due to multiple failed login attempts, reach out to your Practice by Numbers administrator or the support team. They have the authority to unlock your account and provide further assistance. Request a Password Reset Link. In case unlocking the account is not sufficient, or if you’ve forgotten your password, request a password reset link. You can do so by either contacting support or using the "Forgot Password" option on the login page. You will receive an email with the reset instructions. Follow these steps to reset your password and regain access to your account.
Preventive Measures
Ensure your password meets the security requirements and is easy for you to remember but difficult for others to guess.
Keep your email address updated in your PBN account so you can receive any crucial notifications or password reset links.
Limit multiple failed login attempts by carefully entering your credentials.
For additional questions or continued issues, don't hesitate to contact the Practice by Numbers support team or refer to the FAQ section in your account portal.
