Administration: How to Manage Users, Offerings, Practice Summary, and Practice Preferences

Available on: Web app only

Role required: Practice Admin

SECTION 1: Users

How to View the User List

The Users section gives you an administrative view of everyone associated with your practice. For each user, the list displays:

• Last Name and First Name
• Email address
• Position
• User Role (Practice Admin or Practice Doctor)
• Email Verification Status
• Practice Affiliation

You can search the list by name, position, or other criteria, and sort by columns such as Last Name or First Name to organize the list as needed.

How to Filter the User List

You can narrow the user list using two filter types:

• Role: Practice Admin, Practice Doctor
• Status: Active, Deactivated

To apply filters:

1. Click the Filters button.
2. Select your desired filter criteria — Role and/or Status.
3. Click Apply to display the filtered results.

Filter indicators:

• When filters are active, the Filters button turns blue.
• A Clear All button appears next to the Filters button.

To update filters:

1. Click Filters.
2. Modify your selections.
3. Click Apply.

To remove filters:

• Click Clear All to remove all active filters at once, or
• Click Filters, then click Clear inside the filter panel to discard changes.

How to Create a New User Account

1. Go to Administration → Users.
2. Click the + Add User button.
3. Fill in the required fields:
   • First Name — required
   • Last Name — required
   • Email — required
   • Role — required; select one:
     • Practice Admin — manages all aspects of the practice
     • Practice Doctor — manages patients, consultations, and related items within their assigned practice
4. Click Save to create the account.

Once the account is created, an invitation email is automatically sent to the provided email address. The email contains a secure activation link the new user will use to set up their password and gain access.

How to View and Edit a User Account

1. Go to Administration → Users.
2. Click on a user in the list to open their account details.
3. Edit any applicable fields.
4. A Save / Cancel bar appears at the bottom once a change is made.
5. Click Save to apply, or Cancel to discard.

How to Resend an Invitation

If a user has not yet set up their account and their invitation has expired or was missed:

1. Go to Administration → Users.
2. Open the user's account.
3. Select the option to Resend Invitation.

How to Deactivate a User

1. Go to Administration → Users.
2. Click on the user you want to deactivate.
3. Select the Deactivate option.
4. Confirm when prompted.

A deactivated user can no longer log in. Their record remains visible in the user list and can be filtered by Status: Deactivated.

SECTION 2: Offerings (Documents)

The Offerings section is where you upload documents that help A360's AI understand how your practice works — your services, products, pricing, and general operating materials. These documents are used to customize AI-generated content such as emails, clinical notes, and treatment recommendations during consultations.

Examples of documents you can upload:

• Service menus and package offerings
• Fee schedules and wholesale pricing
• Member discounts and seasonal promotions
• Treatment protocols and consent forms
• Email templates and clinical note templates
• Office policies, workflows, and guidelines
• Any other documents that describe how your practice delivers care

How to Add a Document to Offerings

1. Go to Administration → Offerings.
2. Click + Add Document.
3. In the upload dialog:
   • Drag and drop your file into the upload area, or
   • Click Browse Files to select a file from your device.
   • Accepted formats: PDF, Word, Excel
4. Once a file is selected, it appears below the upload area for preview.
5. Click Confirm to complete the upload, or Cancel to discard.
6. A success notification confirms the upload. The document will appear in the list showing the file name, uploaded by, and upload date.

How to Download a Document from Offerings

1. Go to Administration → Offerings.
2. Locate the document in the list.
3. Click the ⋮ menu on the document row.
4. Select Download.

How to Delete a Document from Offerings

1. Go to Administration → Offerings.
2. Click the ⋮ menu on the document you want to remove.
3. Select Delete.
4. A confirmation prompt appears: Are you sure you want to delete [document name]?
5. Click Delete to permanently remove it, or Cancel to go back.
6. A success notification confirms the deletion.

Note: This action cannot be undone.

Offerings Library (Coming Soon)

A structured Offerings Library is currently in development. Once available, you will be able to manage your services, products, and packages through a dedicated interface with access to:

• A Global Library of common offerings
• A Practice Library specific to your practice
• Custom Items and Packages & Bundles

SECTION 3: Practice Summary

The Practice Summary tab gives you a read-only overview of your practice's complete offerings, including product details, pricing, and treatment information. This data is what the AI uses to generate personalized, context-aware content during consultations that aligns with your specific practice.

You can use the Copy button to copy the content for reference purposes, but you cannot edit it directly from this screen. To update what appears here, make changes through your Offerings documents.

SECTION 4: Practice Preferences

Practice Preferences let you configure how A360's AI generates content for your practice. These settings apply globally across all AI outputs.

To access Practice Preferences:

1. Go to Administration → Practice Preferences.
2. Review or update any of the available settings.
3. Save your changes.

Available preference settings:

Table

✓ Summary

• ✓ Users — view, search, sort, and filter all practice users; create new accounts and assign roles
• ✓ Practice Admin role — manages all aspects of the practice
• ✓ Practice Doctor role — manages patients and consultations within their assigned practice
• ✓ Invitation email — sent automatically when a new user account is created; contains a secure activation link
• ✓ Resend Invitation — available for users who have not yet completed setup
• ✓ Deactivate — removes a user's access; their record remains visible in the list
• ✓ Offerings — upload documents that inform the AI about your services, pricing, protocols, and more
• ✓ Accepted formats — PDF, Word, and Excel
• ✓ Offerings Library — a structured library for managing services and packages is coming soon
• ✓ Practice Summary — read-only view of all practice offering data used by the AI; copy only, no direct editing
• ✓ Practice Preferences — configure language, tone, detail level, perspective, and clinical notes type for all AI outputs