---
title: "Adding More Users"
description: "How administrators can add new users to NICE HMS, assign roles, and manage user access across the organization."
date: 2026-07-19
lastModified: 2026-07-22
category: "admin"
author: "Dr. Umesh Bilagi"
beta: false
---

## Overview

Adding users allows your staff — doctors, nurses, receptionists, pharmacists, accountants — to access NICE HMS with appropriate permissions. Only users with the **Admin** role can add new users.

## Prerequisites

1. **A paid plan** — You need a paid subscription to add users. Upgrade via **Admin > Upgrade** if you haven't already.
2. **Admin role** — The operating user must hold the Admin role. Roles are assigned during user creation and can be changed later.

## How to Add a User

1. **Log in** to NICE HMS with an Admin account.
2. From the sidebar, click **Admin**.
3. In the Admin panel, locate the **Users** section.
4. Click **New User**.
5. Fill in the new user's details:

   | Field | Description |
   |-------|-------------|
   | **Email** | Used for login and notifications |
   | **Username** | Unique login identifier |
   | **Mobile** | For support and notifications |
   | **First Name** | |
   | **Last Name** | |
   | **Role** | Select from the available roles (see below) |
   | **Professional Access** | Clinical or technical qualification — Doctor, Nurse, Lab Technician, etc. (see below) |
   | **Is Active** | Set to Active for immediate access; Inactive users don't count toward your plan limit |
   | **Banking** | Checkbox — grants deposit, transfer, withdraw, and make-payments permissions |
   | **Voucher Audit** | Checkbox — grants voucher audit permission |

6. Submit the form.

## Available Roles

| Role | Typical User | Access Level |
|------|-------------|--------------|
| **Admin** | Hospital administrator, owner | Full access — users, billing, reports, settings |
| **Director** | Senior leadership | Organization-wide oversight, reports, settings |
| **Doctor** | Consultant, visiting doctor | Patient records, prescriptions, OPD/IPD workflows |
| **Nurse** | Ward nurse | IPD charting, bed management, vital signs |
| **Pharmacist** | Pharmacy staff | Pharmacy inventory, dispensing, purchase orders |
| **Accountant** | Billing/finance staff | Billing, accounts, advance/contra transactions |
| **Receptionist** | Front desk staff | Patient registration, OPD scheduling, billing entry |
| **Receptionist + Accountant** | Combined front-desk and billing | Receptionist + Accountant permissions combined |
| **HR** | Human resources | Staff records, attendance, leave management |
| **Visitor** | External observers, auditors | Read-only access to permitted areas |
| **Marketing Lead** | Marketing manager | Campaign management, lead tracking |
| **Marketing Executive** | Marketing staff | Lead entry, follow-ups |
| **Insurance Lead** | Insurance desk manager | Insurance verification, pre-auth tracking |
| **Insurance Executive** | Insurance desk staff | Insurance data entry, claim status updates |

## Professional Access

Professional Access is a separate designation from role. It identifies the user's clinical or technical qualification, independent of their system role:

| Professional Access | |
|---------------------|--|
| Doctor | Nurse |
| Lab Technician | Pathologist |
| Microbiologist | Biochemist |
| Cath Lab Technician | Medical Transcriptionist |
| Duty Doctor | Nil |

A user can have any Professional Access value regardless of their role. For example, a user with the Admin role and "Doctor" professional access has full system permissions, but the "Doctor" designation appears alongside their name in clinical contexts.

## What the New User Receives

The new user gets an email invitation. They should:
1. Click the link in the email.
2. Use the **Forgot Password** option to set their password.
3. Log in with their email and new password.

## Managing Existing Users

- **Change role:** Admin > Users > select user > edit role.
- **Deactivate:** Set Is Active to Inactive (reduces your billable user count).
- **Reactivate:** Set Is Active back to Active.

### Restrictions

- **Last admin guard:** You cannot deactivate or change the role of the last active Admin. Every organization must have at least one Admin at all times.
- **Doctor-to-visitor restriction:** A user linked to a doctor record cannot be changed to the Visitor role. Doctors are not counted against your regular user limit, so this prevents bypassing the subscription quota.

## FAQ

**Q: How many users can I add?**
A: Depends on your plan. Check the [Pricing](/pricing) page for per-plan user limits and per-extra-user charges.

**Q: Can a user have multiple roles?**
A: No. Each user has one role. Additional permissions like Banking and Voucher Audit can be toggled per-user when creating or editing a user.

**Q: What is the difference between Role and Professional Access?**
A: Role controls what the user can do in the system (pages and APIs they can access). Professional Access is a label indicating their clinical or technical qualification (Doctor, Nurse, Lab Technician, etc.) — it appears alongside their name in clinical contexts but does not grant system permissions.