Limiting the hours a colleague can sign in

• You need the Owner role in your clinic account. Colleagues with the User role don’t see the Time Restrictions tab.
• A restriction sets the hours when your colleague can’t sign in, not the hours when they can.
• Don’t add a restriction to your own name: you could lock yourself out of the dashboard.

• Each restriction must end later on the same day than it starts. A restriction that crosses midnight, such as 18:00 to 08:00, is saved but doesn’t stop your colleague from signing in. To block evenings and nights, add two restrictions: one from the end of the shift to 23:59, and one from 00:00 to the start of the shift.
• Restrictions repeat every week. They have no end date: remove them when you no longer need them, for example when a locum’s two weeks are over.
• The hours follow the time zone in your clinic’s details. See Updating your clinic’s details.

1. In the menu on the left, under Organization, click Members.
2. Click the Time Restrictions tab.
3. Under User, choose your colleague. Their current restrictions show on the right, under Active Restrictions.
4. Click Select days to add and choose a day. Do it again for each day. To take a day off, click the small x next to it.
5. Set Start Time and End Time: the hours when your colleague can’t sign in. The form starts with 18:00 and 08:00, so change both. To block the whole day, turn on All Day (00:00 to 23:59).
6. If you like, add a note for yourself in Description, such as “Mornings only”. Your colleague doesn’t see it.
7. Click Create Restriction. One line per day appears under Active Restrictions.

Julie Tremblay works Monday to Friday, from 8 a.m. to noon. To let her sign in only during her shifts, add three restrictions, one after the other:

• Monday to Friday, from 12:00 to 23:59;
• Monday to Friday, from 00:00 to 08:00;
• Saturday and Sunday, with All Day turned on.

1. On the Time Restrictions tab, choose your colleague under User.
2. Under Active Restrictions, find the day you want.
3. To change it, click the pencil. The form becomes Edit Time Restriction. Change the times or the description, then click Update Restriction. Click Cancel to stop without changing anything.
4. To remove it, click the red bin, then click Delete in the Delete Time Restriction box. Your colleague can sign in during those hours again.

You can’t move a restriction to another day: remove it and add a new one. There’s no on/off switch either: to pause a restriction, remove it, then add it again later.

• Before the restricted hours: they may see a box called Access Ending Soon, with a countdown and the hours of the restriction. If they click Dismiss, they can keep working until the restricted hours start. If they don’t, they’re signed out when the countdown ends.
• When the restricted hours start: within a minute, an Access Restricted box appears and they’re signed out.
• If they try to sign in during those hours: it doesn’t work. They see Access Restricted on the sign-in screen, or the message “Failed to sign in. Please try again.” once they enter the code we send by email.

Tell your colleague about their hours, so they save their work in time and know to call you if they urgently need access. You can remove the restriction at any time.

A restriction applies to your colleague’s AlloMia login, not only to your clinic. During those hours, they can’t sign in to any clinic account, including another clinic they work for. Restrictions added by that other clinic also show in your Active Restrictions list, and the hours may follow that clinic’s time zone instead of yours.

• “This time window overlaps with an existing restriction.”: your colleague already has a restriction on the same day that covers some of those hours. Change or remove it first. Then check Active Restrictions: the other days you picked may have been added.
• “Start time and end time cannot be identical.” or “Minimum interval is 5 minutes.”: make the restriction at least 5 minutes long.
• Your colleague can still sign in during the hours you set: check that the restriction doesn’t cross midnight, and check Timezone in your clinic’s details.
• You’re removing a colleague from your clinic: remove their restrictions first. Once they’re removed, they no longer show under User, but their restrictions still apply to their login.