Welcome to the Government Provider Management System training video series.
In this video, we will demonstrate how to add users in GPMS using the Registered Provider Portal.
Specifically, we will cover the distinction between adding users at the organisation and provider level, and the user access roles that can be assigned to new portal users.
As an organisation administrator, you will be required to add new portal users to GPMS.
To begin, ensure you are logged into the GPMS Registered Provider portal.
If you require guidance on how to access this portal, please refer to the Logging into GPMS training video.
Select the Manage users tab at the top of the page.
The Manage Users tab allows you to add new GPMS users at the organisation level, at the provider level, or for specific homes or branches within your organisation.
The available user roles will differ depending on the option selected.
On the Manage Users landing page, you'll be presented with a panel to the left labelled Entities, and a panel on the right that lists users associated with those entities.
Each entity in the left panel contains a bolded title and an ID label that denotes it as either an Organisation or a Provider.
We will begin by demonstrating adding a new user at the Organisation level.
Please note that only Organisation Administrators can be added at this level.
Select the Organisation entity, then click the Add new portal user button.
You will now see the page titled Add new portal user to this organisation.
A list of all GPMS contacts within this organisation is displayed, including any of its associated entities.
The contacts in this list may or may not have portal roles and can also have active or inactive organisation roles.
The contacts list will not include discontinued contact records.
To ensure there is not an existing contact record for the individual we want to create as a new portal user, first perform a search for the individual.
Enter the individual's name or email in the search bar, then click the Search button.
If the search did not find an existing contact, select the radio button option to Add new individual as a portal user, then click Next.
The user's details screen will be displayed.
Enter the new user's title, full name, date of birth and company email address.
Please ensure that the email address you enter here is the same address used to set up RAM.
Tick Organisation administrator under User roles.
Next tick the I Agree box in the declaration section, then click Add user.
You will be brought back to the Manage users landing page.
A green banner will be displayed to inform that an invitation email has been sent to the new user.
If the contact does already exist within the organisation, their record will be displayed in the search results.
However, if the contact that is found in this list already has a portal account, you will need to instead follow the Editing User Access Roles process.
In the case the contact does not have a portal account, continue by selecting the radio button for the contact, then click Next.
The User details screen will be displayed, this time with the user's existing details already populated.
Simply select the Organisation administrator user role, then tick the I agree box in the declaration section.
Finally, click Add user.
The GPMS portal will display a green banner to inform that an invitation email has been sent to the new user.
To add a user at the Provider level, begin by selecting the Provider entity, then click the Add new portal user button.
You will now see the page titled Add new portal user to this registered provider.
Similar to adding users at the Organisation level, a list of all GPMS contacts within this organisation is displayed, including any of its associated entities.
The contacts in this list may or may not have portal roles and can also have inactive or active organisation roles.
The contacts list will not include discontinued contact records or any contacts that have portal access to more than one organisation.
To ensure there is not an existing contact record for the individual we want to create as a new portal user, first perform a search for the individual.
Enter the name or email in the search bar, then click the Search button.
If the search did not find an existing contact, select the radio button option to Add new individual as a portal user, then click Next.
The User details screen will be displayed.
Enter the new user's title, full name, date of birth, and company email address.
Next, select the user roles relevant to the provider user and if applicable, select the homes and branches that the user should be associated with.
Tick the I agree box in the Declaration section, then click Add user.
You will be brought back to the Manage users landing page.
A green banner will be displayed to inform that an invitation email has been sent to the new user.
If the search does find an existing contact, select the radio button next to their profile, then click Next.
The User details screen will be displayed, this time with the user's existing contact details already populated.
Simply select the user roles relevant to the provider user and if applicable, select the homes and branches that the user should be associated with.
Next, tick the I agree box in the declaration section, then click Add user.
The GPMS portal will display a green banner to inform that an invitation email has been sent to the new user.
To complete the process for adding either type of GPMS Portal user, the new user will need to follow the verification link provided to them in the email, then complete their registration by signing into GPMS for the first time.
Thank you for watching this training video about adding users to GPMS.
Take the time to view the other training videos in this series on logging into GPMS and editing user access roles.