Adding and managing users

As an administrator, you can add a new user such as a radiologist, resident, or assistant to Rad AI Reporting and assign them roles and permissions at one or multiple sites. You can also upload multiple users at once, as well as view and edit existing users.

 In this article: 

1. Prerequisites
2. Adding a single user
   • Entering basic information
   • Assigning roles and site permissions
3. Adding multiple users
   • Filling optional columns in template
4. Viewing an existing user
   • Viewing all active users
   • Viewing all deactivated users
5. Editing an existing user
   • Deactivating a user
   • Reactivating a user
   • Disabling speech for a user
   • Re-enabling speech for a user
6. Troubleshooting file upload errors
7. Troubleshooting user creation errors

Prerequisites

You’ve been assigned a role (e.g., “Admin”) that has Admin Access permission. 

💡 For more information, view the Managing roles and permissions article.

Adding a single user

You can add a new user to Rad AI Reporting and assign them roles (e.g., "Radiologist", "Resident") and permissions at one or multiple sites. To add multiple users at the same time, view the Adding multiple users section.

1. Select Admin > Users from the main navigation menu on the left-hand side.
   
   
   
    
2. Click the Add User button in the top-right corner of the page. The Add user dialog will appear.
    

Entering basic information

On the Basic Information tab, enter the following information about the user:

• (Required) First Name
• (Required) Last Name
• (Required) Email Address: The user’s email should match their organization’s email domain.
• (Optional) Qualification: This will be included in the user’s signature in Outbound HL7, if set.
   

Assigning roles and site permissions

1. Click on the Sites and Roles tab.
    

2. (Required) Click the Roles drop-down menu and select the role you want to assign to this user. You can assign multiple roles. 

   💡 For more information, view the Managing roles and permissions article.
     To remove a selected role, click on it in the Roles drop-down menu.

3. (Required) From the Sites drop-down menu, select one or multiple sites at which the user will have permissions. By default, the All sites option is selected.
   
   

   💡 To remove a selected option from the Sites drop-down menu, click on the X next to it.
4. (Optional) Enter the user’s Practitioner ID.
    

5. (Optional) To specify a different role and practitioner ID for the user at different sites, click on Specify a different Role or Practitioner ID and complete the fields that appear as outlined above.
   
   

   💡 To remove a section with the assigned sites and roles, click the trash can icon.

6. Click the Save button.

   ⚠️ For guidance on resolving errors when adding a user, see the Troubleshooting user creation errors section.

Adding multiple users

To save time, you can add multiple users to Rad AI Reporting at once and assign them roles (e.g., "Radiologist", "Resident") and permissions at one or multiple sites.

1. Select Admin > Users from the main navigation menu on the left-hand side.
   
   
   
    
2. Click on the drop-down menu next to the Add User button in the top-right corner of the page and select Add Multiple.
   
   
   
    
3. The Add multiple users dialog that appears contains two sections:

• Use a file: 
  • Your file must at a minimum include the following columns: First Name, Last Name, and Email Address 
  • You can also add the following optional columns: Group Names (names of roles such as "Radiologist" and "Resident") and Practitioner ID
  • The file must be saved as CSV (file name.csv).

• Use a template: 
  1. Click on Click to download to download a Rad AI-provided template, which includes all mandatory columns as well as optional columns.
  2. Once the CSV file has downloaded, open it in Microsoft Excel, Google Sheets, or Apple Numbers.
  3. Input all user data in the template. 
  4. Upload your file to the section above.

⚠️ If any error messages appear, view the Troubleshooting file upload errors or Troubleshooting user creation errors sections.

  4. After successfully uploading the new users to the database, you can either:

• Click I'm done to finish the user upload flow.
• Click Upload another batch to return to the first screen. Then upload another file (or the same file) with corrected users.
  • By re-uploading the same file with the corrected users, they'll be added to the Rad AI Reporting user list. The users who were previously added correctly will be skipped to avoid duplication.

Filling optional columns in template

Within the Rad AI-provided template, you will see optional columns for Group Names and Practitioner ID. The group names are the types of roles that can be assigned to users (e.g., "Radiologist", "Resident").

The Group Names column supports multiple names within the same cell and uses the following default CSV multi-valued cell formats: 

• Separated by spaces (e.g., GroupA GroupB)
• Inside quotes and separated by commas (e.g., "Group A,Group B")

In the Group Names column, the cell in the first row will be pre-filled with all the different types of groups that are currently available within Rad AI Reporting. This will make it easier to assign users to groups when uploading multiple users at once.

💡For more information, view the Managing roles and permissions article.

⚠️ This template does not list group names in the approved format (separated by spaces or inside quotes and separated by commas), so you will need to edit the format of each cell in this column prior to uploading the file.

Viewing an existing user

You can search for an existing user to view their basic information, roles, and site permissions. You can also view a list of active and deactivated users within Rad AI Reporting.

1. Select Admin > Users from the main navigation menu on the left-hand side.
   
   
    

2. To search for a user, do one of the following:

   • In the search bar at the top of the page, enter the name or email address of the user and then double-click on their name within the list that appears.
   • Click the filter icon to apply filters and narrow down the user list. Then click the Search button.

   
   
   

   💡You can sort each column in the user list by ascending or descending order by clicking on the column headers.
3. Double-click on the user in the list to open the Edit user dialog.
    
4. On the Summary tab, you can view the user’s email address, the site(s) they have permissions at, and the role(s) that have been assigned to them.

Viewing all active users

1. Click the filter icon next to the search bar.
    
2. From the Active/Deactivated drop-down menu, select Active.
    
3. Leave the rest of the fields blank and click the Search button. The user list will update to show only active users.

Viewing all deactivated users

1. Click the filter icon next to the search bar.
    
2. From the Active/Deactivated drop-down menu, select Deactivated.
    
3. Leave the rest of the fields blank and click the Search button. The user list will update to show only deactivated users.

Editing an existing user

You can edit the basic information for a selected user, as well as the sites they have permissions at and the roles that are assigned to them. You can also deactivate/reactivate a user or disable/re-enable their speech capability.

1. Follow the steps in the Viewing an existing user section to search for the user you want to edit.
    
2. In the Edit user dialog, you can edit the fields on the Basic Information and Sites and Roles tabs. You also have the options to:
   • Deactivate the user
   • Reactivate the user
   • Disable the user’s speech capabilities
   • Re-enable the user’s speech capabilities
      

Deactivating a user

If a user leaves your organization, you can deactivate their access to Rad AI Reporting. You can also temporarily deactivate a user’s profile.

1. Follow the steps in the Viewing an existing user section to search for the user whose profile you want to deactivate.
    
2. In the Edit user dialog, click on Deactivate user, located at the bottom of all three tabs.
   
   

Reactivating a user

If a user’s access to Rad AI Reporting has been deactivated, you can reactivate their profile.

1. Follow the steps in the Viewing an existing user section to search for the user whose profile you want to reactivate.
    
2. In the Edit user dialog, click on Activate user, located at the bottom of all three tabs.
   
   

Disabling speech for a user

You can disable a user’s speech functionality within Rad AI Reporting.

1. Follow the steps in the Viewing an existing user section to search for the user whose speech capabilities you want to disable.
    
2. In the Edit user dialog, click on Disable speech, located at the bottom of all three tabs.
   
   

Re-enabling speech for a user

If a user’s speech functionality has been disabled within Rad AI Reporting, you can re-enable it.

1. Follow the steps in the Viewing an existing user section to search for the user whose speech capabilities you want to re-enable.
    
2. In the Edit user dialog, click on Enable speech, located at the bottom of all three tabs.
   
   

Troubleshooting file upload errors

When attempting to upload a CSV file, you may see one of the following error messages:
 

Error message	Description
File attachment failed - Incorrect file format	This either indicates that the file is missing one or more of the mandatory columns. Correct the errors in the same file and then click Attach new file to upload the updated file.
Test Users - (file name.csv) contains X invalid users	The file format is correct but there are one or more mandatory fields missing for user(s). In this case, the valid users in the file can still be uploaded and the invalid ones will be ignored. Correct the errors in the same file and then click Attach new file to upload the updated file.

💡 By re-uploading the same file with the user errors corrected, these users will be added to the database and the users who were previously added correctly will be skipped to avoid duplication.

Troubleshooting user creation errors

After successfully uploading a CSV file, additional checks will be performed and some of the following error messages may appear:

Error message	Description
X valid user(s) uploaded with warnings	There were errors while assigning these users to one or more groups—the group name(s) were not found. To assign these users to the correct group(s), see the Managing roles and permissions article.
X invalid user(s) uploaded and skipped	There was a duplicate email address or practitioner ID for these users found in the Rad AI Reporting user list.
X invalid user(s) skipped	These users are missing one or more mandatory fields in the uploaded file.
Speech profile setup failed for (n) users	An error occurred due to a server issue or a speech service outage. The user account was created in Reporting, but the speech profile was not and the account is now deactivated. The user will not be able to log in. Please submit a support ticket to resolve this error.