Platform Administration FAQ

Staff Management

How do I add new staff?

1. In the left-hand menu, open Settings and click Staff.
2. Click Add Staff.
3. Enter the staff member's name and email (both required), then choose a role.
4. Click Save. HiBoop sends the invitation email.

How do I remove a staff member?

1. Go to Settings > Staff.
2. On the staff member's row, click Remove.

They lose access straight away. Their past actions stay in the activity log.

What roles are available?

HiBoop uses role-based access. Every clinic starts with four roles:

• Account Admin: full access, including billing, staff, settings and every client record
• Care Provider: full access to clients and their results, and to reports
• Clinic Assistant: adding clients, issuing assessments, answering forms and writing notes; no access to results
• View Only: can view clients, results, reports and the activity log; can't make changes

Admins can review and edit roles under Settings > Roles. See Inviting staff, roles & managing your team for every permission.

How do staff accept their invitation?

Staff get an email with a link. They open it and sign in with Google, Microsoft, an email link or a new password, and they join your clinic. If the email is missing, ask them to check spam, then click Resend Invite Email on their row in Settings > Staff.

Client Management

How do I archive a client?

Option 1: From the client's profile

1. Open the client from the Patients page.
2. Click the status badge next to their name (for example, Active).
3. Click Archive and confirm.

Option 2: From the patient list

1. On the Patients page, find the client.
2. Click the ⋮ menu at the end of their row.
3. Click Archive.

Archived clients are left out of most views, including reports, but their data is kept. To bring a client back, use Unarchive in the same menus.

How do I filter my patient list?

Use the controls at the top of the Patients page:

• Search and a date range
• Status, for example All Unarchived, New & Active, Active, Complete or Archived
• Program
• Care Team, to see only the clients assigned to one or more staff members. Your own name is at the top, marked (You).
• Transfer, to see clients by transfer status, such as Incoming Transfer Request, Transferred In or Transferred Out. This filter only appears once at least one of your clients has been transferred.

Combine filters for a focused list. The Care Team filter only narrows the clients you can already see; it never shows you clients outside your access.

How do I see each client's care team or transfer status?

The Care Team column shows the staff assigned to each client, or Unassigned if there are none. When more than two people are assigned, the column shows the first two and "+ N more"; hover to see everyone.

To add the Transfer Status column:

1. On the Patients page, click the columns button.
2. Turn on Transfer Status.

The column shows whether the client was transferred in or out. You can sort the list by this column.

How do I update my clinic information?

1. In the left-hand menu, open Settings and click Clinic.
2. Edit the details under Clinic Information, such as Business Name, address, Phone, Fax and Business Email.
3. Click Save.

See How do I manage clinic details? for every field.