Adding Your Team

Overview

Every person who uses C2 Vault in your pharmacy needs their own staff account. This ensures that every action such as logging a receipt, dispensing medication, making an adjustment is tied to a specific person in the audit trail.

Each staff member logs in using their assigned initials and personal password. All transactions they create are permanently tagged with their initials for accountability and regulatory traceability.

Before You Begin

To create user accounts, you must have the Admin or Supervising Pharmacist role.

Have the following information ready for each staff member:

• First and last name
• Initials (2 to 5 uppercase letters)
• Role assignment

Creating a Staff User

1. Navigate to Users in the left sidebar.
2. Click Add User.
3. Fill in the required fields:
   • First Name and Last Name
   • Initials: A 2 to 5 letter code (e.g., JD for John Doe). This is what the staff member uses to log in and what appears on all their records. Initials are suggested based on the name but can be customized.
   • Role: Choose the appropriate access level (see User Roles below).
   • Temporary Password: Set a password for the user, or click the generate button to create one automatically. The user will be required to change this on their first login.
4. Click Create User.

Share the initials and temporary password with the staff member so they can log in.

Customizing Role Permissions

Each role has default permissions, but you can customize exactly what each role is allowed to do.

To modify permissions:

1. Go to Settings from the left sidebar.
2. Click the Permissions tab.
3. Select a role from the Select Role dropdown.
4. Choose a category from the left panel:
   • User Management
   • Inventory
   • Dispensing
   • Receipts
   • Stock Adjustments
   • Inventory Audits
   • Reports
   • Audit Log
   • Settings
   • Reminders
   • Analytics & Monitoring
5. For each permission, choose one of the following:
   • Allow — User can perform the action
   • Deny — User cannot perform the action
   • Approval — Action requires approval from a higher-level role
6. Click Save to apply changes.

Approval Workflows

Certain actions can be configured to require approval depending on role permissions. Examples include:

• Deleting receipts or dispenses
• Editing or deleting inventory
• Performing stock adjustments
• Controlled substance-related actions

When approval is required:

• The action is flagged in the system
• Authorized users (Pharmacist or Admin) are notified
• The action is only finalized after approval

Managing Existing Users

To edit or deactivate a user:

1. Navigate to Users in the left sidebar.
2. Click on the user's name.
3. Update their information or change their role.
4. Click Save Changes.

To deactivate a user, set their status to Inactive. Inactive users cannot log in, but their transaction history remains in the system for audit purposes.

User accounts cannot be deleted. Deactivation preserves audit trail integrity.