Managing Users in Vim Console

Overview

Once your Console Admin account is activated, you can begin managing users in Vim Console. This includes:

Adding Vim Console users, such as Admins or Owners who help manage user access, application configuration, and settings
Adding or activating Vim Connect users, who are clinical and operational staff accessing Vim applications within the EHR
Assigning or removing application access and roles based on each user’s responsibilities

Adding Vim Console Users

Vim Console users are admins who help manage Vim for your organization. These users can configure settings, manage access, and oversee deployment and adoption.

To add a new Console user:

Log in to Vim Console
Navigate to the Admin Settings or Console Users section (based on your view)
Click Add Console User
Enter the user’s name and email address
Assign a role (e.g., Admin or Owner)
Click Save

👉 If you are the current Console Admin, you must assign the new user as an Owner—only one Console Admin can exist per organization. You can transfer your role to them if you’d like them to serve as the new Console Admin.

Adding Vim Connect Users

Vim Connect users are the clinical and operational staff in your organization who use Vim applications within their EHR workflow. These users need to be added to Vim Console in order to access the tools Vim enables.

To add a new user to Vim Console:

Log in to Vim Console
Navigate to the Vim Connect Users section
Click Add User
Enter the EHR username, email address, first and last name, practice role, and NPI (if applicable)
Select the applications they should have access to
Click Save

👉 Users do not receive an automatic notification when their account is created. As the Console Admin, you'll need to notify them directly and ensure Vim Connect is installed on their workstation.

💡 If Auto-Create is enabled in Advanced Settings and Vim Connect is already installed on a user's workstation, their user profile will be created automatically.

Activating Potential Users

Some users may install Vim Connect on their workstation before being formally added in Console. These users will appear in the Potential Users section. While their workstation is recognized, their user profile remains incomplete until activated.

To activate a potential user:

Go to the Potential Users tab
Review the list of potential users
Click Activate next to the appropriate name
Assign their role and application access

👉 Users who remain in "potential" status cannot access Vim Connect applications. Activating them moves their profile into an active state and allows them to begin using Vim at the point of care.

Managing User Access

You can update a user’s access at any time:

Navigate to the Vim Connect Users section
Search for or select a user
Use the menu to:
- Add or remove application access
- Update their role
- Deactivate users who no longer need access

💡 After onboarding, access needs may change as team roles shift. Check user permissions periodically and especially after new applications are added to ensure everyone has the right level of access.

Best Practices

Review the Vim Connect Users and Potential Users sections regularly to ensure your user list reflects active staff and no one is stuck in a pending
Leverage Auto-Create in Advanced Settings to automatically add users who have installed Vim Connect
Ensure each user profile includes accurate role and NPI, where relevant
Use consistent naming conventions and always include email addresses, as they are used for product notifications and updates
For larger organizations, consider designating a Console Co-Admin to share oversight responsibilities