This article describes the process for adding Staff to Neos.
When your Neos was first provisioned, a temporary service user profile with full permissions may have been created for the initial login process with your trainer, using their Assembly email address. After users were added and at least one profile has full admin permissions, all service user profiles, including Needles 4 and Needles 5 non-user, system staff accounts (e.g., System or S) are deactivated by Assembly. This inactivation is performed every night and will continually disable any of these staff records. This measure is taken to ensure that your firm is billed for the current number of users and protects your system's security by removing any known generic credentials. As stated above, service user profiles are only temporary and should NOT be used as your firm's main admin profile.
NOTE: You must have at least Add permissions to Directory > Staff Directory to add new Staff.
If your firm needs to add another subscription for this new user, click here to complete the Subscription Request form. For questions on adding or reducing your Neos subscriptions, contact the Billing Department at [email protected].
To add new Staff:
From the Staff Profiles list view, click the + Add button above the Staff grid.
An Add Staff tab will display with the Staff Profile tab selected. The remaining tabs will be disabled until completing the following required fields.
Staff Code – Staff Code is used as the Username when logging in to Neos and is displayed in Staff fields when assigning Cases to a Staff member, scheduling Calendar appointments, sending Messages, and assigning Intakes. It is also used in many reports for filtering, sorting, and counting. Enter up to 25 characters. This field cannot be duplicated and is NOT case-sensitive.
NOTE: The following are reserved and cannot be used as staff codes: AUX, COM1, COM2, COM3, COM4, CON, LPT1, PRN.
TIP: Many firms find it helpful to use initials as the Staff Code. It minimizes duplication and provides an easy way to include the typist and author's initials in a letter when using Document Generation.
Job Title – This field has been moved from the Personal Information section and now exists as a required dropdown within the Staff Information. Any previous text entries by your firm can be accessed using active job titles from the Job Title Mini Directory.
NOTE: Existing Staff who have a Job Title from the previous text field will see it listed in the new required field. The Job Title field will be required for all new Staff and existing Staff who do not have a Job Title entered to save changes to the Staff Profile Tab.
Time Zone – Use the dropdown to select the Staff's default time zone. Appointments and scheduled reports will be shown using the time zone set for each Staff.
Password – Password is used when logging in to Neos and ensures system security. Enter a strong password (up to 50 characters) with at least 8 characters 1 uppercase letter, 1 lowercase letter, and 1 number.
NOTE: The Neos User? field will be unselected by default for new Staff. To allow new users to log in to Neos, this checkbox must be manually selected. Refer to the Staff Profile Tab for more details.
3. If your firm has Two-Factor Authentication enabled in Firm Preferences, all new Staff are required to have a Mobile phone number added to their profile in order to be saved.
4. Click the Save button to save the new Staff and enable the additional tabs. Refer to Assigning Staff General & Special Permissions for information on Staff Permissions and setting inherit permissions with Permission Groups.
5. Enter additional details on the Staff Profile Tab, as necessary.