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titleCreate New User Accounts
You will need to repeat this process for every individual site you wish the user to have access to.
You can permit different access levels for each site if necessary. 
  1. In the site selection menu of the main toolbar select the site you wish to add the user account to
  2. Check for an existing account by searching for a user. 
    1. Click on the Manage Users button of the dashboard or the SiteAdmin menu Manage Users option.  This will take you to the manage users page
    2. Click on the Find a user button
    3. Enter the surname of the new user into the Last Name field and click Search
      1. all existing user accounts matching the last name will be shown.  You should then check the roles of the account to ensure they have been assigned (see Add Access) and notify the user they already have access
      2. If there are no results this means indicated there is not no currently access for this user and you can proceed to creating a new account. 
  3. Create user account by clicking the Create new user button.  This will open the Create User page.
  4. In the Create User page enter the user's email, first name and last name and click CreateUser.  You will see a message advising the account has been created with the option to open up a blank email message to send to the user. This has now created the new user account. 
  5. Click and search for newly created user account.
  6. Click the Open button on the search results to open the user account information.
  7. In the Actions table click the Add button to assign that role to the user account
    User = standard access, able to access case records, enter data into, save and complete review forms, run reports
    SiteAdmin = able to create user accounts, create case records, assign review forms and manage meetings.
  8. Notify the new user that their access has been created and what their username is, the address of the system and advise the User they will need to assign their own password using the forgotten password link on the log in page.
  9. You will now need to assign the data the user account can access


User Account Passwords- The system is designed for users to self manage their passwords. Once you have created the account and assigned the relevant access you can notify the user that the account is active. They should then use the forgotten password link of the login screen to assign their own password to their account.  Once this has been done the user will be able to log into the system.

If you are having problems with creating the accounts yourself please complete the attached form for your Trust and send this to Clarity who will be able to assist.

New User Account Request - Co Durham.docx

New User Account Request - North Tees.docx

New User Account Request - South Tees.docx

New User Account Request - Blank Form.docx


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titleChange Assign User Access

Please Note:  To change the access a user has for a particular site, you must be a SiteAdmin user for that particular site.

  1. On the SiteSelection menu of the main toolbar select the site you wish to amend the user access to (If you select the site and you can no longer see the SiteAdmin menu options you do not have SiteAdmin access for this user and must request a user with this access for that site to make the change instead)
  2. Locate the user account via the Manager Users option in the SiteAdminMenu or the Manage Users button on the Dashboard and using the Find User button.
  3. On the search results, click Open to open the user account information, this will open the user account record and show the access for the site you selected
  4. Click on the button within the Action column to change the user's access for that site
    • If a user has the stated access role for that site the Actions column will show a red button with the text Remove. 
    • If the user does not have the stated access role it will show a green button with the text Add.
If you select the site and you can no longer see the SiteAdmin menu options you do not have SiteAdmin access for this user and must request a user with this access for that site to make the change instead
  1. Locate the user account either by accessing the Manage users section.
  2. Click on the Find a user button Image Added
  3. Search for the user account by either the email, first name or last name information and click on Search. Image Added
    1. All existing user accounts matching the last name will be shown.  You should then check the roles of the account to ensure they have been assigned (see Add Access) and notify the user they already have access
    2. If there are no results this indicated there is no currently access for this user and you can proceed to creating a new account. 
  4. One the search results page, click Open for the relevant user account in the search results Image Added
  5. The user account page will then open to show all available roles If roles have already been assigned to the user this will be shown as a red button with the option to remove the access Image Added
    1. If roles have already been assigned to the user this will be shown as a red button with the option to remove the access
    2. If a role has not been assigned it will be shown as a green button with the option to add this role
  6. Notify the new user that their access has been created, advise them of their username, the address of the system and advise the User they will need to assign their own password using the forgotten password link on the log in page.

Manage Cases

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titleCreate Case Records

This allows a case record to be created and review forms assigned and completed before the SUS data from a Trust is sent to Clarity and loaded to the RCR system.

  1. From the SiteAdmin menu select Create Case
  2. Enter as much details as possible into the Create Case form but a minimum of first name, last name, PatientID and Date of Birth are required to enable a case record to be created. Click Create.
  3. This will then open up the case record page with the new case record, you can now add review forms to the case record.

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