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User Roles & Security

InSched uses role-based access control (RBAC) to manage user permissions. Users are assigned roles, and each role is granted or denied specific privileges.

Concepts​

Users​

A user represents an individual who logs into InSched. Each user has a username and password.

Roles​

A role is a named set of permissions (e.g., "Front Desk", "Billing", "Administrator"). Roles define what a user can and cannot do in the system.

Privileges​

A privilege is a specific action or capability within InSched (e.g., "Edit Patient", "Delete Event", "View Financial Reports"). Privileges are assigned to roles, and can be either granted or explicitly denied.

Logging In​

When InSched starts (if security is enabled), the Login dialog appears:

  1. Enter your User Name
  2. Enter your Password (displayed as asterisks)
  3. Click Ok to log in

Changing Your Password​

Any user can change their own password at any time with File > Change My Password...:

  1. Enter your Current password
  2. Enter your new Password
  3. Confirm the new password
  4. Click Ok to save

Administrators can also reset a user's password in the resource editor (Setup > Resources).

For users authorized for e-prescribing, additional password rules apply — the password must be changed at least every 90 days and may not match any other login's password in the practice. See Rcopia e-Prescribing.

Managing User-Role Assignments​

Select Setup > Edit Roles for Users to assign roles to users.

User-Role Grid​

ColumnDescription
UserThe user account (selected from dropdown)
RoleThe role assigned to this user (selected from dropdown)
InactiveCheck to disable this assignment without deleting it

Assigning a Role​

  1. Click New User to add a new user-role assignment
  2. Select the User from the dropdown
  3. Select the Role from the dropdown
  4. Click Ok or press F3 to save

A user can have multiple role assignments. Their effective permissions are the combination of all assigned roles.

Creating a New Role​

Click New Role to create a new role that can then be configured with specific privileges.

Managing Role Privileges​

Select Setup > Edit Privileges For Roles to configure what each role can do.

Privileges Grid​

ColumnDescription
RoleThe role being configured
PrivilegeThe specific privilege (with description)
DenyCheck to explicitly deny this privilege for the role
InactiveCheck to disable this privilege assignment

Granting a Privilege​

  1. Select the Role from the dropdown
  2. Select the Privilege from the dropdown (the description helps identify each privilege)
  3. Leave Deny unchecked to grant the privilege
  4. Click Ok or press F3 to save

Denying a Privilege​

Check the Deny checkbox to explicitly prevent a role from having a specific privilege. This is useful when a user has multiple roles and you need to restrict access that would otherwise be granted by another role.

Security Best Practices​

  • Use specific roles — Create roles that match job functions (e.g., "Front Desk", "Billing Clerk", "Office Manager") rather than one generic role
  • Principle of least privilege — Grant only the privileges each role needs
  • Review periodically — Audit role assignments when staff changes occur
  • Mark inactive — When a user leaves, mark their role assignments as inactive rather than deleting them for audit trail purposes