Manage a client account

If you are an administrator for a Client Account, you can invite other users to become members of the Client Account.

If you are the one who originally created the Client Account, you will automatically become an administrator.

Before you can invite someone to join a Client Account, they will need to register a user profile.

During the invitation process you will also assign a role to their profile. This role will determine what actions they can and can’t perform on behalf of the Client Account. These roles can be changed after someone has accepted their invitation – see adding/removing roles.

This guide shows you how to invite users to become members of a Client Account.

1. Once you have logged into Health Business Services, navigate to the Manage Client Accounts page via the drop-down menu under their initials in the top right corner of the home page.

2. Go to the ‘Administrator’s Client Accounts’ table on the ‘Manage Client Accounts’ page and select the relevant Client Account by clicking on Manage under the ‘Actions’ heading.

Note: This table shows you all the Client Accounts you are an administrator for. This gives you one place to manage all your Client Accounts, no matter which Client Account you have set as your current work context.

3. This will take you to the ‘Manage Client Account’ page for the selected Client Account. You will need to click on Manage Members in the ‘Members’ tile.

4. The ‘Manage Members’ page will open. You will need to click on the Invite member button to initiate the invitation process.

5. The ‘Invite member to join Client Account’ page will open. You need to fill in the ‘Person’s email’ (mandatory field). This should be that person’s user profile contact email address. You can also include a ‘Message to the person’ (optional field). You must select the Office of Drug Control as the service and assign a service role for the person by clicking on Give Access beside the ‘Office of Drug Control.

Note: You can only invite people to join a client account if they are already registered in the portal with a user profile. If they are not yet registered, they will need to do so before you send an invitation. You need to use their user profile contact email address for the ‘Person’s email’ field. If the user profile contact email address is a private email, they can nominate a different email as their Client Account contact email address when they accept the invitation. Their user profile contact email address is only used for the initial invite process.

6. After clicking the Give access button, the ‘Give access’ page opens. You need to select at least one ‘Service role’ for the person you are inviting. When you are happy with your selections, click the Confirm selection button.

7. You are returned to the ‘Invite member to join Client Account’ page. Click the Invite button at the bottom of the page to send the invite.

8. Once you have sent this invite, you will be able to view it in the ‘Join invitations sent’ table on the ‘Manage Members’ page. This table includes an expiry date for the invite (7 days after the day of invite).

1. As a client account administrator for your client, you need to log into the portal. From the home page navigate to the ‘Manage Client Accounts’ page via the drop-down menu in the top right corner of the page.

2. Go to the ‘Administrator’s Client Accounts’ table on the ‘Manage Client Accounts’ page. This table will show you all the client accounts you administer and gives you one place to manage all of them. Select the relevant Client Account by clicking on Manage under the ‘Actions’ heading.

3. This will open the ‘Manage Client Account’ page for the selected client account. Click on Manage members in the ‘Members’ tile.

4. The ‘Manage members’ page will open.

5. Click on the 3 dots in the ‘Actions’ field, beside the member you want to edit, to view the list and select the Edit job title option.

6. The ‘Edit job title’ page will open. Click on the drop-down arrow in the ‘Job title’ field to open the list of available job titles and select the new job title. Click on the Update button to save your change.

7. You will be returned to the ‘Manage members’ page with a success message for the member update.

8. Another way to get to the ‘Edit job title’ page is by selecting View member on the ‘Manage Members’ page.

9. The ‘View member’ page will open. This page allows you to review all the current details of the member before making any changes.

10. Click on the Edit button in the ‘Member job title for this Client Account’ field. The ‘Edit job title’ page will open.

This guidance covers changing the administrator status of a member for a client account. Only a client account administrator can perform this function.

A client account must have at least one administrator. If you no longer wish to be an administrator, you will need to add a new administrator first, and then that person can remove you as an administrator.

1. As a client account administrator for your client account, you need to log into the portal. From the home page navigate to the ‘Manage Client Accounts’ page via the drop-down menu in the top right corner of the portal page.

2. Go to the ‘Administrator’s Client Accounts’ table on the ‘Manage Client Accounts’ page. This table will show you all the client accounts you administer and gives you one place to manage all of them. Select the relevant Client Account by clicking on Manage under the ‘Actions’ heading.

3. This will open the ‘Manage Client Account’ page for the selected client account. Click on Manage members in the ‘Members’ tile.

4. The ‘Manage Members’ page will open. 

5. Click on the 3 dots in the ‘Actions’ field, beside the member you want to edit, to view the list and select the Edit administrator role option.

6. The ‘Edit administrator role’ page will open. Click on the check box beside ‘Make Client Account administrator’ to either select or deselect this. Click Update to save your change.

7. You will return to the ‘Manage members’ page with a success message for the member update.

8. Another way to get to the ‘Edit administrator role’ page is by selecting View member on the ‘Manage Members’ page.

9. The ‘View member’ page will open. This page allows you to review all the current details of the member before making any changes.

10. Click on the Edit button in the ‘Client Account Administrator role’ field. The ‘Edit administrator role’ page will open.

1. As a client account administrator user for your client account, you need to log into the portal. From the home page navigate to the ‘Manage Client Accounts’ page via the drop-down menu in the top right corner of the page.

2. Go to the ‘Administrator’s Client Accounts’ table on the ‘Manage Client Accounts’ page and select the relevant Client Account by clicking on Manage under the ‘Actions’ heading. 

Note: This table will show you all the client accounts you administer and gives you one place to manage all of them.

3. This will open the ‘Manage Client Account’ page for the selected client account. Click on Manage Members in the ‘Members’ tile.

4. The ‘Manage Members’ page will open. Click on the 3 dots in the ‘Actions’ field, beside the member you want to edit, to view the list and select Edit access.

5. The ‘Edit access’ page will open. On this page you can add or remove service roles as required. Service roles is a mandatory field, so each member must have at least one service role allocated to them. Click on the Update button at the bottom of the page to save your changes.

6. You will be taken to the ‘View member’ page with a success message for the member update. You can see your changes reflected in the ‘Services, service roles and service functions’ table.

7. Another way to get to the ‘Edit Access’ page is by selecting View member on the ‘Manage Members’ page.

8. The ‘View member’ page will open. This page allows you to review all the current details of the member before making any changes.

9. At the bottom of the ‘View member’ page is the ‘Services, service roles and service functions’ table. Click Edit access in the ‘Actions’ column beside the service you want to update the member’s role access for. The ‘Edit access’ page will open.

As a client account administrator, you are responsible for keeping the client account contact details up to date. These details are used for sending general communications to the client account and for pre-filling application forms. These contact details are separate to your client account administrator contact details.

This section gives instructions on how to update client account contact details.

1. Log into the portal. From the home page, click on the drop-down list in the top right-hand corner and select Manage Client Accounts.

2. The ‘Manage Client Accounts’ page will open. On this page you will see the ‘Administrator’s Client Accounts’ table. This table lists all the client accounts you are an administrator for. Click on Manage in the ‘Actions’ column beside the client account you are interested in.

3. The ‘Manage Client Account’ page will open. Click on Edit account details in the ‘Account details’ tile.

4. The ‘Edit account details’ page will open. At the top of this page you will see the client account name and account ID. Please ensure you are viewing the details of the client account you need to update. Below this are the account details you can edit. You can not change your organisation name or business registration details on this page. If you need to update these details you will need to contact the HBS support team.

5. Make any necessary changes to the account details and click Update at the bottom of the page to save your changes. You will return to the ‘Manage Client Account’ page with a success message confirming the account details changes have been saved.

As a client account administrator, you can view all the addresses associated with your client account. If you need to update any of the addresses you will need to contact the HBS support team.

This page gives instructions on how to view the addresses associated with your client account.

1. Log into the portal. From the home page, click on the drop-down list in the top right-hand corner and select Manage Client Accounts.

2. The ‘Manage Client Accounts’ page will open. On this page you will see the ‘Administrator’s Client Accounts’ table. This table lists all the client accounts you are an administrator for. Click on Manage in the ‘Actions’ column beside the client account you are interested in.

3. The ‘Manage Client Account’ page will open. Click on View addresses in the ‘Addresses’ tile.

4. The ‘Manage addresses’ page will open. On this page you will see the client account name and account ID. Use these details to make sure you are viewing the details of the correct client account. Below these details is the ‘Addresses for this Client Account’ table.

5. The details in this table are read-only. If you need to update an address, please contact the HBS support team. We will be adding the ability to update these details yourself in the future.