Adding A User
1. Navigate to https://app.aestheticrecord.com/settings/users
2. Click the settings icon
3. Click "Teammates"
4. Click "Users"
5. Click "Create User"
Tip: Side Note! If this user is tied to another AR workspace (another Practice) then you will only enter in their email address. If this is the first time the teammate will have used AR, enter in their email and their cell phone number. They will be required to enter in an OTP code upon accepting the invitation.
6. First, select their role and clinic (This is important for appointment and booking purposes!)
TIP: Depending on the plan you're on, you will be charged either $15 per user per month on the Essentials plan or $19 per user per month on the Accelerator Plan.
7. Fill in the required information
8. Choose a specific appointment color (This color differentiates the providers appointments from other providers appointments on the calendar)
9. If the provider is required to have a medical director sign off on their charts, click "Yes" and select the medical director in the dropdown menu.
Tip: Side note! Make sure the medical director's role is "Medical Director" even if they work as a provider. Toggle on "Work as a provider" if it applies
10. Add in the display name, display title, and bio for the booking portal. (This will be client facing)
11. Click "Save"
Tip: Side Note:
The user will receive an email to accept the invite. Please ask them to accept the invite.
When the user accepts the invite they will create a password.
If they are a user of another AR workspace, they will accept the invite and then enter in their OTP code and their current password for that AR workspace.
PLEASE NOTE: The user will be able to go back and forth between AR workspaces. However, there is NO connection between the Practices in which they belong. It's simply an easy way for that user to remember only 1 login and be able to toggle back and forth.
12. You can review the user's status under "Pending Invites"
Deactivate a User
13. To deactivate a user, in this same section, click on their name in the user list and click "Edit"
14. Scroll down to the bottom and click "Inactivate" and "Save"
Tip: Side note! You cannot edit a current user's profile; the system does not allow you to change the name and email. They will have to change it themselves under their profile. Also, remember, a profile MUST be unique to each person. If an employee is no longer with your practice you must inactivate them.
15. Lastly, under "Users" you can view active, inactive, and pending users.
Blocking A User
What It Does
The Block User privilege lets account administrators instantly prevent a user from logging in or accessing Aesthetic Record.
This feature is especially useful when:
Temporary access needs to be suspended while reviewing user activity
The practice needs time to reassign appointments or clear schedules
Once blocked, the user will be logged out of all active sessions (Web and iOS) and will no longer be able to log in.
How It Works
Permission Setup
The Block User privilege is available under User Privileges but will only be enabled for the Account Main Admin by default.
Other user roles may have the privilege listed but unchecked by default.
Blocking a User
Go to Settings → Manage Users and open the user’s profile.
Scroll down to the bottom and Click the Block button.
A confirmation pop-up will appear with the message:
Confirmation required! To block this user, you must enter a new phone number.
Enter your own phone number (the admin performing the action).
Select Block to confirm or No to cancel.
Once confirmed:
The user is immediately blocked from accessing AR on all platforms.
A cancel icon will appear next to their email in the Active User List.
A user log entry is automatically created to record who performed the block action.
Unblocking a User
If needed, an admin can restore the user’s access by selecting Unblock in their profile. A confirmation box will appear asking:
Are you sure you want to unblock this user?
Click Yes to reinstate their credentials and full account access. Once unblocked, the cancel icon next to their email disappears, and all previous permissions are restored.
Additional Notes
Blocking a user does not prevent the profile from being inactivated later if needed.
The Block/Unblock actions are both recorded in user logs for transparency and audit purposes.
Users are automatically logged out on both Web and iOS the moment they are blocked.