Adding and Removing Clinic Users

To register a new clinic-level user, first determine which permission level they should be associated with. The spreadsheet above details the different permission levels and the application abilities they have.

To Register Group Administrators:
Who May Register: Group Administrators with permission to "Add same level admin" 

1. Click on the "Admins" page on the left navigation bar.

2. In the top right corner, press the "Add Admin" button.

3. Fill out the fields that appear with the appropriate information.

4. Press the submit button.

5. Navigate to the "Groups & Clinics" page on the left navigation bar.

6. Press the pencil button in the top right corner of the appropriate group that the user is to be assigned to.

7. Check the box of the user you just created from the drop-down box titled "Select Group Admins and Group Analyst".

8. Press the "Update" button on the bottom left.

9. Navigate back to the "Admins" page on the left navigation bar, and click the INVITE button on the right side of the screen.

To Register Clinic Administrators:
Who May Register: Group Administrators & Clinic Administrators with permission to "Add same level admin" 

1. Click on the "Admins" page on the left navigation bar.

2. In the top right corner, press the "Add Admin" button.

3. Fill out the fields that appear with the appropriate information.

4. Press the submit button.

5. Navigate to the "Groups & Clinics" page on the left navigation bar, and click on the appropriate group.

6. Press the pencil button in the top right corner of the appropriate clinic that the user is to be assigned to.

7. Check the box of the user you just created from the drop-down box titled "Select Clinic Admin".

8. Press the "Update" button on the bottom left.

9. Navigate back to the "Admins" page on the left navigation bar, and click the INVITE button on the right side of the screen.

To Register Group Analysts:
Who May Register: Group Administrator

1. Click on the "Admins" page on the left navigation bar.

2. In the top right corner, press the "Add Admin" button.

3. Fill out the fields that appear with the appropriate information.

4. Press the submit button.

5. Navigate to the "Groups & Clinics" page on the left navigation bar.

6. Press the pencil button in the top right corner of the appropriate group that the user is to be assigned to.

7. Check the box of the user you just created from the drop-down box titled "Select Group Admins and Group Analyst".

8. Press the "Update" button on the bottom left.

9. Navigate back to the "Admins" page on the left navigation bar, and click the INVITE button on the right side of the screen.

To Register Providers:
Who May Register: Group Administrators & Clinic Administrators 

1. Click on the "Providers" page on the left navigation bar.

2. In the top left corner, select the appropriate clinic from the drop-down menu.

3. In the top right corner, press the "Add Provider" button.

4. Fill out the fields that appear with the appropriate information.

5. Press the submit button.

In order to gain access to Beehive, you must first complete the sign-up process  by clicking the hyperlink in the email that is sent to you from Beehive when you are registered by an admin user at your clinic. If you do not have this email, please ask them to resend it to you.

Important notes:

• Please complete the sign-up process in one sitting, as progress is not maintained if you do not complete it and need to resume on another day or another device. It should take about 10-15 minutes to complete, which includes a 7 minute EULA video.

• Note that Chrome, Edge and Safari are the only officially supported browsers for Beehive at this time. Please use one of these browsers to complete sign-up and use Beehive moving forward. (Firefox and Edge are also tested on and have been functional, but if you have any issues with them, please switch to Chrome or Edge).

• There are slightly different processes for users at programs using institutional Single-Sign-On (SSO) vs. programs using the regular Beehive login. Please review the different workflows below. 

SSO Users (UC Davis, UCLA, & Stanford users) Sign-Up Process

1. Click the hyper link in this email 

2. A "Welcome!" screen will load. Confirm that your name is displaying on this page and click "proceed"

3. You will be automatically redirected to SSO for your institution. Please enter your password and complete the multi-factor authentication process that is associated with your institution credentials. 

4. Next the Beehive EULA video will display. Watch this video. When it is finished, close it by clicking the "x" in the top right corner of the video player. 

5. Next, the End User License Agreement for Beehive will display. Please review this information. Check-boxes must be acknowledged and you must provide a "yes" or "no" response to the data-sharing options. Note you may re-watch the EULA video by clicking a button at the bottom of the page. 

6. Once you accept the EULA you will see the final registration screen which includes demographics questions as well as questions about professional background. 

   1. If applicable, ensure that the "What date did you first obtain your license?" is filled out with when you were board certified.

   2. "Start date with CSC team" vs. "Start date at agency": these may be the same date for you. If you have worked at your agency for longer than you have worked on your agency's CSC team, please enter the appropriate dates for each 

   3. "I prescribe medication" -- please select this if you prescribe medication in your CSC clinic 

7. Click continue and you will be brought to the Beehive dashboard. Your registration is complete. 

All other users Sign-Up Process

1. Click the hyper link in this email. Note that this email also contains a temporary password that you will need to complete the sign-up process. 

2. A "Welcome!" screen will load. Confirm that your name is displaying on this page and click "proceed"

3. Enter your email address and the temporary password from the Beehive registration email. Note: you must use the email address that has been entered for you by the admin user in Beehive. This is the email address that Beehive sent the registration email to. 

4. Next, you will be asked to enter a personal password and confirm it. Please follow the password requirements indicated on the screen. 

5. When you submit your personal password, Beehive will send you a One-Time Password (OTP). This will be sent to the email address on file with Beehive for your account. Note: You are required to complete dual-authentication with OTP once every 12 hours per device. This means that if you use the same computer throughout your workday, you will typically only need to do this once per workday.

6. Enter the OTP that is emailed to you and press "Verify"

8. Next the Beehive EULA video will display. Watch this video. When it is finished, close it by clicking the "x" in the top right corner of the video player. 

9. Next, the End User License Agreement for Beehive will display. Please review this information. Check-boxes must be acknowledged and you must provide a "yes" or "no" response to the data-sharing options. Note you may re-watch the EULA video by clicking a button at the bottom of the page. 

10. Once you accept the EULA you will see the final registration screen which includes demographics questions as well as questions about professional background. 

    1. If applicable, ensure that the "What date did you first obtain your license?" is filled out with when you were board certified.

    2. "Start date with CSC team" vs. "Start date at agency": these may be the same date for you. If you have worked at your agency for longer than you have worked on your agency's CSC team, please enter the appropriate dates for each 

    3. "I prescribe medication" -- please select this if you prescribe medication in your CSC clinic 

11. Click continue and you will be brought to the Beehive dashboard. Your registration is complete. 

For Admin Level and Group Analyst Accounts:

1. Using an account with the same permission levels or higher, click on the "Admins" page on the left hand navigation bar.

   1. Upgrading a Provider-level account to an Admin-level account is only possible through another Admin-level account with the same permission levels or higher.

      1. For instance, an upgrade of a Provider-level account to a Group Admin-level account must be completed by a Group Admin; but an upgrade to a Clinic Admin-level account can be completed by either a Group or Clinic Admin-level account.

2. Find the account you wish to edit, and click the pencil button on the right side of their pane.

3. Change the information you wish to update.

4. Press the "Update" button on the bottom of the screen.

For Clinician/Provider Accounts:

1. Click on the "Providers" page on the left hand navigation bar.

2. Find the account you wish to edit, and click the pencil button on the right side of their pane.

3. Change the information you wish to update.

4. Press the "Update" button on the bottom of the screen.

If a clinic user leaves their role or their job duties or responsibilities change so they no longer should have access to data stored in Beehive, they should be deactivated in Beehive. Deactivation means that they can no longer log in to Beehive, but a record of their profile and data they have submitted to Beehive still exists.

To Deactivate an Admin Level or Group Analyst Account:

1. Using an account with the same permission levels or higher, click on the "Admins" page on the left hand navigation bar.

2. Find the account you wish to deactivate, and click the pencil button on the right side of their pane.

3. Click the slider button towards the bottom of the page labeled "Active"- ensure that the slider goes to the left and no longer is green.

4. Press the "Update" button on the bottom of the screen.

5. The account should appear in the "Inactive" tab in the Admins page.

To Deactivate a Clinician/Provider Account:

1. Click on the "Providers" page on the left hand navigation bar.

2. Find the account you wish to deactivate, and click the pencil button on the right side of their pane.

3. Click the slider button towards the bottom of the page labeled "Active"- ensure that the slider goes to the left and no longer is green.

4. Press the "Update" button on the bottom of the screen.

5. The account should appear in the "Inactive" tab in the Providers page.

You may find that a previously deactivated clinic user needs to be activated again for a variety of reasons, like if they rejoin the clinic. When a user is re-activated, they will be able to log in to Beehive again. To do so, follow these steps:

To Reactivate an Admin-Level or Group Analyst Account:

1. Using an account with the same permission levels or higher, click on the "Admins" page on the left hand navigation bar.

2. Click on the "Inactive" tab in the top left corner, under the clinic selection drop-down box.

3. Find the account you wish to reactivate, and click the pencil button on the right side of their pane.

4. Click the slider button towards the bottom of the page labeled "Active"- ensure that the slider goes to the right and is now green.

5. Press the "Update" button on the bottom of the screen.

6. The account should now appear in the "Active" tab in the Admins page.

To Reactivate a Clinician/Provider Account:

1. Click on the "Providers" page on the left hand navigation bar.

2. Click on the "Inactive" tab in the top left corner, under the clinic selection drop-down box.

3. Find the account you wish to reactivate, and click the pencil button on the right side of their pane.

4. Click the slider button towards the bottom of the page labeled "Active"- ensure that the slider goes to the right and is now green.

5. Press the "Update" button on the bottom of the screen.

6. The account should now appear in the "Active" tab in the Providers page.