Setting up individual logins with real names for each staff member takes a few minutes and unlocks security, accountability, and team features that don't work with shared or generic accounts.
Individual logins vs. shared accounts
Many practices start with a single shared login — one email and password the whole front desk uses. It works on day one, but creates problems as your team grows.
Security
A shared password is only as safe as the least careful person who knows it. Individual logins mean:
Each person has their own password, and you can require two-factor authentication per person.
When someone leaves, you delete their user — no need to change a shared password and re-share it with everyone. With a shared login, a former employee can still access patient information until you rotate the password.
You can give each person only the access they need using roles and permissions — for example, view-only for a temp, full admin for the office manager. A shared account forces everyone to use the same (usually highest) level of access.
Accountability
Patient communications are healthcare records. When everyone shares one login, there's no way to answer "who sent this message?", "who changed this setting?", or "who archived this conversation?" Individual logins make every action attributable to a specific person — which protects your staff as much as your practice.
Personal workflows
NexHealth features are built around the individual user. Conversation assignments, "Assigned to me" filters, and personal notification counts only work when each person is signed in as themselves. On a shared login, everything shows up as the same person.
Why accounts should use real names
Even practices with separate logins sometimes use generic names like "Office Staff 1" or "Front Desk." Real first and last names work better:
Clear handoffs. When you assign a conversation, you pick by name. "Assign to Maria" is unambiguous; "Assign to Office Staff 2" is a guessing game about who will actually follow up.
Meaningful records. An audit trail that says "Front Desk edited this" tells you almost nothing. Real names make activity logs useful.
Team visibility. Assignee names appear on conversations for the whole team. That only works if names identify people.
How to set it up
You'll need the Admin role to manage users. If you don't see Manage users in Settings, ask your office administrator.
Add a login for each staff member
Click the gear icon to open Settings, then select Users.
Click +Invite user.
Enter their real first and last name and their own email address.
Choose a role and location access.
Click Send invite. They'll get an email to set their own password.
For full steps, see How do I add or delete users?
Fix existing generic accounts
If one person actually uses the account: click the ⋯ menu next to the user, choose Edit user, and update the name and email.
If several people share it: invite each person as a new user (steps above), then delete the shared account once everyone has their own login. Conversations previously handled under the shared account remain intact.
Tip: Staff don't need to be providers in your practice management system. Anyone who works with patient communications — front desk, office manager, hygienists, billing — can have their own NexHealth login.
Frequently asked questions
Does adding more users cost extra?
No. You can add as many users as you need at no additional cost.
We only have two people — do we still need separate logins?
Yes. The security and offboarding benefits apply at any team size, and it's much easier to set up individual accounts from the start.
Can staff share one email inbox but have separate NexHealth logins?
Each NexHealth user needs a unique email address. If staff don't have individual work emails, most providers support aliases (e.g., [email protected]), but individual email accounts are the better long-term setup.
What happens to a departing employee's conversations when I delete their user?
Their past activity stays intact. Any conversations still assigned to them can be reassigned to another teammate at any time.
How do I control what each person can access?
Use roles and permissions — see How do I manage user permissions?