Adding More Users

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

A paid plan — You need a paid subscription to add users. Upgrade via Admin > Upgrade if you haven't already.
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

Log in to NICE HMS with an Admin account.
From the sidebar, click Admin.
In the Admin panel, locate the Users section.
Click New User.

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

Submit the form.

If the user is a doctor — role Doctor, or Professional Access Doctor — a dialog asks for Gender, Qualification, Speciality and Registration. On save the system creates the doctor profile and its Consignee account as well, so the doctor appears in every doctor dropdown straight away. If the user already has a doctor profile, the dialog is not shown.

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	Nurses	IPD case sheet access; create service requests
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:

Click the link in the email.
Use the Forgot Password option to set their password.
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.

See Organization Users — Active and Inactive Accounts for what an inactive account can and cannot do, the guards that block deactivation, and why a user might already show Inactive.

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: Below 20 users / 50 beds, your plan has a user limit (and visitors have a separate users × 2.5 allowance). At 20 users / 50 beds and above, the user limit is lifted — you can add unlimited users and visitors. See Beds, Users & Plan Limits for the full policy.

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.

Q: I get "You have {n} seats free" when saving an active user. A: Your plan's user limit is full. Upgrade your plan, or save the user as Inactive — an inactive user does not consume a seat and can be activated later once a seat frees up.

Q: What happens if I make an existing user a Doctor? A: Saving the user with role Doctor (or Professional Access Doctor, from either the create or edit screen) prompts for gender, qualification, speciality and registration, then creates the doctor profile and Consignee account. If the user is already a doctor, nothing new is created.