User accounts grant individuals access to the Practice by Numbers (PbN) platform. To create or manage user logins and permissions, you must have administrative privileges, typically assigned to roles such as Owner or Office Administrator.
Creating a New User Account
For In-Practice Employees
Follow these steps to create a user account for an employee who works at your practice:
1. Verify Employee Status
Before creating a user account, ensure the employee is listed as Active on the Employees page:
Go to New Settings > General > Employees.
Confirm that the employee’s record is active.
If not, activate the employee before proceeding.
Review this article for activating employees.
2. Access the User Accounts Page
Click the menu icon in the upper-right corner of your screen.
Navigate to New Settings > General > User Accounts.
Under Active Users, check if the employee already has an account.
If not, select + Add User.
Choose Unassigned Employee, select the employee from the drop-down list, assign a role, and click Create User.
3. Send Setup Credentials
Once the user is created, the employee will automatically receive:
An email containing a link to set up their account.
A text message with the Practice Code Word, needed for verification.
4. Communicate the Practice Code Word Securely
The Practice Code Word is sent via text message to the employee.
If the user does not receive it, an authorized administrator must provide it in person or over the phone.
⚠️ Important: Do not send the Practice Code Word manually by email or text.
If you suspect it has been compromised, select Rotate to generate a new one.
5. Password Setup
The employee will then:
Use the setup link from their email and the Practice Code Word from their text message to create their password and complete the setup.
6. 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 or Non-Employees
If you need to create an account for someone who is not employed at the practice—such as a consultant or remote team member—follow these steps:
1. Add the Non-Employee
Click the menu icon in the upper-right corner.
Go to New Settings > General > Employees, then click Add Employee.
Enter the individual’s name and role, and check the Active box.
2. Create the User Account
Go to New Settings > General > User Accounts and select + Add User.
Choose Create New User and complete the form with their email address, first and last name, phone number, and role.
Click Create User to finalize the setup.
By following these steps, you can efficiently manage user access for both internal staff and external collaborators—while maintaining strong security standards.
Login Security and Password Requirements
PbN enforces strict security measures to protect account access.
Login Verification
After entering your email and password:
You’ll complete a Cloudflare bot verification check.
A green “Success!” message confirms you’ve passed.
If you see “Please complete the security check”, reset your password before attempting again.
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 patterns (e.g.,
abc,123)Repeated characters (
aaa,111)Common keyboard patterns (
qwerty,asdf)Passwords containing your name or email address
A password strength meter will confirm compliance before you can save your password.
Account Lockouts and Recovery
Causes of Account Lockouts
Five or more failed login attempts
Forgotten credentials
Security flags (e.g., weak or compromised password)
Regaining Access
Contact Your Administrator or PbN Support
They can unlock your account or send a password reset link.
Reset Your Password
Click Forgot Password on the login page.
Enter your Practice Code Word to verify your identity.
Create a new password that meets all requirements.
Preventive Tips
To maintain secure, uninterrupted access:
✅ Use strong, compliant passwords
✅ Keep your contact details current in PbN
✅ Enter credentials carefully to avoid failed logins
✅ Clear outdated saved passwords or reset links to prevent confusion
If you continue to experience login issues, reach out to [email protected] or use the Support Chat in your PbN account.