ADMINISTRATOR: Adding new users
This article would only be applicable to users with an Administrator system role on their account, and would not include advice for non-administrator users looking to be set up with an account.
To add new users to the site, go to ADMIN, click on the User Data tab, then select New User from the drop-down list:
Then follow the instructions and guidance throughout the page, adding any information you have available for your new user before inviting them to use the system. Any fields marked with an asterisk are mandatory (i.e. First Name, Last Name, Email, Employee Number) and cannot be left blank when creating the user account.
The Products section to the top left will allow you to grant access to each of the modules your organisation is using from SARD to your new user (such as Medical Revalidation, MSF/360, Job Planning or eLeave). None of these will automatically be added to any user, so it is important to tick any and all products the user should have access to.
This would only apply to those needing access in order to undertake the process. For example, if an account is being set up for a user who will need to sign Job Plans but does not need to create their own Job Plan through SARD, they do not need the Job Planning product to be ticked, as they would not contribute towards the licences.
All information on the User Details page can be updated by Administrators at any time. Users themselves will be able to update some of their own details (such as Title, Department and Medical Roles) via their Dashboard.
You will find highlighted notes that specify certain points to be aware of when adding information or selecting certain settings when setting up new user account.
Once the necessary fields have been completed, click the Save button in the bottom-right corner and this will create the user account. You would still need to send the invite to that user in order to grant them access to their account. This can be done by searching for the user to the top-right of the page (or via All Users), and clicking the Invite button on top of the user card.
For organisations using our GMC Connect feature (meaning users with the Medical Revalidation product switched on for their account), it is particularly important to add the GMC number for the doctor. This will link their account to the GMC website, and it will allow their revalidation details to come through directly from GMC Connect as part of the daily import.
You can add the user's Appraisal Month in the Medical Revalidation Details section. Their annual Appraisal Due Date will be set to the last day of that month each year. If your organisation uses the Appraisal Month Day setting, this can be set to a particular day in that month, rather than defaulting to the end of the month.
Once you have saved the information on the New User page, if the new user does not need an Appraisal for the current Appraisal year (e.g., if they are new to their role, or they have done an Appraisal but have not provided a copy of the completed form yet), you can add an "Offline" Appraisal date to their Appraisal Compliance page for the current year. Their next Appraisal due date will be set to the next Appraisal year, and their compliance status will be updated on the system.
Administrator roles can only be granted to a user by an existing Administrator. The main Administrator role is only needed for a staff member who needs oversight of, and access to, all parts of the system such as the reporting options for all applications. The Administrator role (combined with Permission to view Contents of Appraisals, if applicable) gives full access to all parts of the Admin site.
There are also Administrator roles specific to various parts of the site, such as Job Planning Administrator and MSF Administrator. These can be added to a user’s account without the need for the main Administrator role privileges, in order to limit their access to specific products/features on the SARD system.
The Dummy account option should be used for dummy/test accounts within the trust. Dummy accounts do not use any of your user licences and can be handy for putting together test Job Plans, demonstrations within the organisation, and providing a view of a generic user account to Administrator users who would have a slightly different layout. You can use a fake email address for dummy accounts (e.g., doctor@example.com). Once the account has been created, you should select the Edit Details option to set a password. You can then use those sign in details to login to the account. For more info, please see this article.
MSF – Exempt from Patient Feedback. Ticking this box removes the requirement for patient feedback from the user’s account, leaving just the Self Assessment and Colleague Feedback components available on their MSF page. The user will see a message stating: “You are exempt from completing patient feedback. To change this, please contact your organisation administrator.”
If the user has come from a trust which has used SARD, please let us know via support@sardjv.co.uk so we can take care of transferring everything they had on SARD over to their new account at your organisation. We would still require you to set up the account as above. Once the new account has been created and once we have received your authorisation, we can transfer the information over.
To add new users to the site, go to ADMIN, click on the User Data tab, then select New User from the drop-down list:
Then follow the instructions and guidance throughout the page, adding any information you have available for your new user before inviting them to use the system. Any fields marked with an asterisk are mandatory (i.e. First Name, Last Name, Email, Employee Number) and cannot be left blank when creating the user account.
The Products section to the top left will allow you to grant access to each of the modules your organisation is using from SARD to your new user (such as Medical Revalidation, MSF/360, Job Planning or eLeave). None of these will automatically be added to any user, so it is important to tick any and all products the user should have access to.
This would only apply to those needing access in order to undertake the process. For example, if an account is being set up for a user who will need to sign Job Plans but does not need to create their own Job Plan through SARD, they do not need the Job Planning product to be ticked, as they would not contribute towards the licences.
All information on the User Details page can be updated by Administrators at any time. Users themselves will be able to update some of their own details (such as Title, Department and Medical Roles) via their Dashboard.
You will find highlighted notes that specify certain points to be aware of when adding information or selecting certain settings when setting up new user account.
Once the necessary fields have been completed, click the Save button in the bottom-right corner and this will create the user account. You would still need to send the invite to that user in order to grant them access to their account. This can be done by searching for the user to the top-right of the page (or via All Users), and clicking the Invite button on top of the user card.
Medical Revalidation/Appraisal features
For organisations using our GMC Connect feature (meaning users with the Medical Revalidation product switched on for their account), it is particularly important to add the GMC number for the doctor. This will link their account to the GMC website, and it will allow their revalidation details to come through directly from GMC Connect as part of the daily import.
You can add the user's Appraisal Month in the Medical Revalidation Details section. Their annual Appraisal Due Date will be set to the last day of that month each year. If your organisation uses the Appraisal Month Day setting, this can be set to a particular day in that month, rather than defaulting to the end of the month.
Once you have saved the information on the New User page, if the new user does not need an Appraisal for the current Appraisal year (e.g., if they are new to their role, or they have done an Appraisal but have not provided a copy of the completed form yet), you can add an "Offline" Appraisal date to their Appraisal Compliance page for the current year. Their next Appraisal due date will be set to the next Appraisal year, and their compliance status will be updated on the system.
Administrator Roles
Administrator roles can only be granted to a user by an existing Administrator. The main Administrator role is only needed for a staff member who needs oversight of, and access to, all parts of the system such as the reporting options for all applications. The Administrator role (combined with Permission to view Contents of Appraisals, if applicable) gives full access to all parts of the Admin site.
There are also Administrator roles specific to various parts of the site, such as Job Planning Administrator and MSF Administrator. These can be added to a user’s account without the need for the main Administrator role privileges, in order to limit their access to specific products/features on the SARD system.
Useful Tips
The Dummy account option should be used for dummy/test accounts within the trust. Dummy accounts do not use any of your user licences and can be handy for putting together test Job Plans, demonstrations within the organisation, and providing a view of a generic user account to Administrator users who would have a slightly different layout. You can use a fake email address for dummy accounts (e.g., doctor@example.com). Once the account has been created, you should select the Edit Details option to set a password. You can then use those sign in details to login to the account. For more info, please see this article.
MSF – Exempt from Patient Feedback. Ticking this box removes the requirement for patient feedback from the user’s account, leaving just the Self Assessment and Colleague Feedback components available on their MSF page. The user will see a message stating: “You are exempt from completing patient feedback. To change this, please contact your organisation administrator.”
If the user has come from a trust which has used SARD, please let us know via support@sardjv.co.uk so we can take care of transferring everything they had on SARD over to their new account at your organisation. We would still require you to set up the account as above. Once the new account has been created and once we have received your authorisation, we can transfer the information over.
Updated on: 04/03/2025
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