As the practice administrator, navigate to Setup, under Administration Setup, Manage Users, Users and New User.

The following fields should be entered when creating a new user in TotalABA. All other fields should be left to their default values. Whenever a new user is created a corresponding staff member record is also created.

• First Name – Enter the first name of the new user

• Last Name – Enter the last name of the new user

• Alias – This will automatically be set to the first initial of the first name followed by the first four characters of the last name.

• Email – This is the email address of the user. All correspondence from TotalABA will be sent to this email including: new password (initial activation), reset password link, forgot your password, appointment notifications, etc.

• Username – The user name will automatically default to the email. However, it can be changed to another value and it must be in an email format. Furthermore, the Username must be unique across all Salesforce organizations.

• Nickname – This will default to

• Role – This will always be TotalABA User

• User License – This will always be Salesforce Platform

• Profile – This will always be one of the TotalABA User profiles. In most cases only TotalABA User will be available.

• TotalABA License Type – Select the correct license type for the user.

  • Non-Therapist – A non-therapist cannot be assigned to student (therapy) appointments nor can they be listed as the therapist on a session. This is typically used for administrators and office staff who do not provide direct services for the students.

  • Therapist – This license type allows the user to be assigned to any scope of appointment and they can be listed as the therapist on a session.

• Create/Modify Students – This option controls if the user is able to create or modify students in TotalABA. Unchecking this option overrides any permission sets. For example, if the user’s permission sets allow for students to be created/modified, but this option is not selected then the user will not be able to save any changes when creating/modifying a student. Alternatively, if this option is checked but the user does not have a permission set allow students to be created/modified, then they will be unable to make changes to the student.

• Sign-Off Sessions – If checked the user can sign-off on sessions.

• Allow User to Be Scheduled – This option indicates if the user can be assigned to an appointment. It does not control if the user can create/modify appointments.

• Mass Delete Appointments – If checked the user is able to perform bulk cancellations/deletions of appointments. These additional options are listed below. We highly recommend that you do not give this option to users unless they are trained on how they work.

  • Delete all appointments for the student

  • Delete all appointments for the assigned to (user)

  • Delete all appointments for a given date

• Activate Treatment Plans – If checked the user can change the status of a treatment plan to active. Only active treatment plans are may be used on a session.

• Sign-Off Assessments - If checked the user can sign-off on assessments.

• Generate new password and notify user immediately – Check this option if a new password setup/reset email should be automatically sent to the user once the record is saved. This is checked by default when creating a new user account. Uncheck it if you are creating the user account but do not want them logging into TotalABA yet (e.g. the user is being created before their start date so they can be added to the schedule). This is the same as clicking the Reset Password button when viewing the user account.