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How to Add Users to Your Covered Entity Account

HIPAAtizer allows Covered Entities to invite team members--such as Security Officers, Assistants, or Developers--into their account. This guide walks you through how to invite users, assign roles, manage permissions, and refine access.

Account Type

This article applies to Developer accounts.

If you are using a free Developer account, please refer to:

Inviting New Users​

  1. Go to the Team menu in your HIPAAtizer dashboard.
  2. Click Invite User.
  3. Enter the user's email address and select a role and location(s).

Invite user Team invite screen

Choosing a Role​

When inviting a user, select from one of the following roles:

Security Officer​

  • Full access to forms and PHI
  • Can create/edit forms
  • Can manage access for other team members

Assistant​

  • Can view and receive basic PHI
  • Cannot edit forms or manage team access

Developer​

  • Can create and install forms
  • Cannot access PHI

Sending the Invitation​

Once the invitation is sent:

  • The user will receive an email from HIPAAtizer prompting them to join your team.
  • If they don't have a HIPAAtizer account, they'll be asked to create one first.
  • If they already have an account, they can accept the invite and begin switching between accounts using the same email address.

User invite email Account acceptance

Re-Inviting a User​

If the user missed or lost their invite email, you can resend it via the Team dashboard.

📘 See: How to Re-Invite Users

Managing Existing Users​

Once a user joins your team, you can update their:

  • Role (e.g., switch from Assistant to Security Officer)
  • Locations (restrict access to specific Locations if applicable)
  • Submission notifications (which forms they are emailed about, see Submission Notifications)
Reminder

By default, new users have access to all Locations in your account. To restrict this:

  • Go to the Team dashboard
  • Click Edit under the user's entry
  • Assign one or more specific Locations

Once restricted, the user will only see forms and submissions tied to those Locations.

Managing users

Checking Who Has MFA Enabled​

The Status column shows a blue shield icon next to Active for every team member who has set up Multi-Factor Authentication (MFA) on their account. A user with no shield has not set it up yet.

Team page comparing two users: one with a shield icon beside Active, marked as a user with MFA enabled, and one without, marked as a user with no MFA

The shield appears on each role tab, so switch between Security Officers, Assistants and Developers to review your whole team.

Require MFA for everyone

Account administrators can make MFA mandatory for the whole account, so that team members are prompted to set it up before they can use the dashboard. See Require MFA for all account users.

Refining Role Permissions​

You can allow or restrict the ability to edit or delete form submission data based on a user's role.

⚠️ Only the account owner can access and change these permission settings.

To adjust permissions:

  1. Go to My Profile → Go to Profile Settings
  2. Open the Permission Settings tab
  3. Use the checkboxes to control which roles can edit or delete customer data in form submissions

Changes made here apply to all users assigned to that role across your account.

Permission settings

Switching Between Accounts​

If the user already has a HIPAAtizer account, they'll be able to switch between accounts using the same email.

See: Switching Between Accounts in HIPAAtizer s

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