Email Verification and other Improvements (v2.16.6)
Release version 2.16.6 includes a number of new features and improvements. It also includes an important security update, involving the verification of user email addresses. Read about everything included in the latest release of WriteUpp below, and as always, don't hesitate to get in touch about anything!
Site verification upon Trial sign-up - New trial sites must now verify their email address to gain full access to WriteUpp
Automatically assign responsible user - A new setting which assigns new clients to the user who created them
Warning modal for conflicting appointments - When booking into the diary, you will now see a warning modal listing any appointments occurring in unavailable time slots
Upon trial sign-up, new users will now be asked to verify their email address. The link to do this can be found in the Welcome email. Alternatively, under Settings → Users → Edit User, you can request a new verification email.
Once the new user (the Site Administrator) has verified their email address, then this will verify the account and access will be granted to all WriteUpp features.
If the site is NOT verified, then users will have restricted access to messaging, appointment communications and account management, including subscribing, purchasing text/video credits and inviting new users.
Once a site is verified, then the Site Administrator can invite new users. Any new users will be asked to verify their email address in the Welcome email, but their access to WriteUpp will NOT be restricted. This is because the site is already verified by the Site Administrator.
If you wish to change your user email address from the Edit User screen, then you can still do so, but you will be asked to verify the new email address. This will not limit your access to certain WriteUpp features, as long as the site was verified previously.
IMPORTANT: If you are already signed up to WriteUpp, then your account will be verified automatically. However, any new users invited to your site will be asked to verify their email address. Similarly, if you change your email address, you will be asked to verify again. You will NOT lose access to site features though.
This is an important security measure but we have tried to keep it as seamless as possible for you to get started on your WriteUpp journey. Simply hit the big, blue verify email address button in your Welcome email, and you’re good to go!
Under Settings → General → How do you manage your customers?, we have added a new checkbox called ‘Assign new Client records to the user who creates the record’. If this is ticked, then when a user creates a new client record, they will automatically be assigned as the responsible user for the client. This is the case for new clients created via Desktop, the mobile App and Online Booking.
If you have ‘Visible to Responsible User’ selected under ‘How do you manage your customers?’, and the new checkbox ticked, then when a user is assigned as the responsible user for a client, no other users on the site will be able to see the new client (NOTE: Site Administrators have access to all patient records regardless of the chosen visibility setting). The new client will automatically be assigned to the user who created them and only a Site Administrator can edit this. This ensures that newly created clients are never visible to anyone other than the user who creates them and Site Administrators.
However, if you have ‘Visible to all users selected’ and the ‘Assign new Client records to the user who creates the record’ checkbox ticked, then the new client will still be assigned to the user who created them, but all users on the site will have access to the client record and will be able to edit the Responsible user.
If you do NOT want new clients to be assigned automatically to the user who created them, then leave this new checkbox unticked.
With ‘Visible to responsible user’ selected and the ‘Assign new Client records to the user who creates the record’ setting ticked, then new patients created via Online Booking will automatically be assigned to the user who their appointment is with. No other users on the site will be able to see the new client (apart from the Site Administrator) and only a Site Administrator will be able to edit the responsible user. This is also the case for new clients created via Desktop and the App. Please consider the consequences of this setting carefully before applying it.
For more information on the patient visibility setting within WriteUpp, please click here.
To help prevent double bookings when you are booking a recurring appointment series, we have added a new modal to warn you when you are booking into ‘unavailable’ time in the diary.
If any appointments in the recurring series conflict with an existing appointment or occur during non-working hours, then we will now warn you of this before the booking is made:
This allows you to view any conflicting appointments and decide whether or not you still want to go ahead with the booking.
Pressing ‘Continue’ without taking any further action will simply book the appointments that occur in a free slot. Any conflicting appointments will NOT be booked.
Next to any of the listed appointments, you can click ‘Book Anyway’ to ensure that the appointment still gets booked despite the conflict. Pressing ‘Continue’ will then confirm the booking, including any of the conflicting appointments you have selected to book anyway.
Alternatively, if you know you want to book the whole series, despite any conflicts, you can click ‘Book All’. You will see a warning modal informing you of how many conflicting appointments you are about to book and pressing ‘Yes’ will confirm the booking.
Not sure if you can book one of the conflicting appointments? If you press ‘Cancel’ or close the modal window, then no appointments in the series will be booked, allowing you to check your diary before making the booking.
The warning modal will also be present when booking single appointments. If you press a free slot in the diary and then change the date/time to one that is unavailable, we will warn you of this before making the booking.
Under the Timetable, you can now copy recurring entry sets over to other user’s Timetables. To do this, head to the Timetable under the main menu and select the ‘Copy Timetable’ link on the Timetable of the user you wish to copy entries over from. This will take you to the Copy Timetable page, where you will see a ‘Select Recurring series’ section:
This lists all recurring entry sets, if the user has any set up in their Timetable. Simply tick the recurring entry set(s) that you wish to copy over, complete the rest of the details and click the ‘Copy Selected items’ button. The recurring entry set(s) will then appear in the Timetable(s) of the user(s) you selected and you can delete them as sets. This means you can choose ‘This & Future Recurrences’ when deleting a series, instead of having to delete entries individually.
If you are not seeing a recurring entry set under the ‘Select Recurring series’ section of the Copy Timetable page, then make sure the date filter at the top of the page covers all of the entries in the recurring series.
If you have multiple locations enabled, then under Settings → Scheduling → Appointment Types, you must tick which locations each of your appointment types are available in. This ensures your Online Booking website and the availability search are returning the correct results once you set up the Timetable.
When editing each of your appointment types and which locations they are available in, we have now added an ‘All locations’ option, allowing you to quickly tick all locations for an appointment type.
If ‘All locations’ is ticked, then all locations will always be ticked. This means, any new locations you create, will automatically get ticked for that appointment type. No availability will be displayed on your Online Booking website for that appointment in the new location until you set up a Timetable, but the new location will be visible on the site.
This should help to save you time when setting up new locations.
However, if you do NOT want new locations to be automatically ticked for an appointment type but still want all current locations ticked, then instead of selecting the ‘All locations’ option, tick each location individually:
You must have at least one location ticked for each appointment type. This means you can no longer delete the last location from under Settings → Organisation.
If we are unable to send an access code for a smart form to a client via SMS because you have run out of text credits on your site, then we have now updated the validation message that the client sees in the portal. This message now reads ‘We were unable to send your access code’. If a client gets in touch because they are not receiving an access code and this is the validation message they are seeing, then please top up your text credits and resend the code.
If you are attempting to resend an SMS access code and your text credits have run out, then you will now be informed of this in a warning banner at the top of the screen. The banner will read ’The code couldn’t be sent, no SMS credits’. If you see this message, head to the Account tab, top up your text credits and try again.
Furthermore, if you have low text credits (50 or less), we have now added a warning message to the DM modal when sending a smart form with an SMS access code. If you see this message, please consider topping up your SMS credits, so that the client doesn’t have any issues receiving the code.
Previously custom fields, note keywords and attachment keywords were ordered by assigning a number between 1 and 9 to each one using a dropdown. We've changed this dropdown out for a text box where you can enter whatever numbering you need to. This field will accept whole numbers only. This should make it easier to add and order more than 9 of any item!
The order you enter under Settings & Tools → Fields will be reflected when:
Viewing and editing Custom fields on the Patient Summary
Adding or changing a note keyword when creating/editing a note
Assigning an attachment keyword when uploading a file to the Patient Summary
In all cases, if you have multiple items with the same number, i.e custom fields, anything with the same number assigned will be ordered alphabetically.
The design of the Attachment Keywords tab under Main Menu → Fields has been updated. It works in exactly the same way, allowing you to create your own custom keywords for uploaded attachments, it just has a new look!
Sub-locality has been added to the Address Lookup on the Patient tab of the Patient Summary and on the Organisation page under Settings.
A user can no longer change the status of an assessment that belongs to another user on the site. If they click the lock control icon for the assessment, nothing happens. Only the creator of the assessment can change the status. NOTE: Site Administrators have access and control to all assessments, regardless of ownership.
Deleting appointments in a recurring series by selecting ‘All Future’ no longer causes an error if one of the appointments in the series has a note linked to it.
The create date of notes is now correct for sites with the Timezone set to ‘(UTC + 10.00) Canberra, Melbourne, Sydney’.
If you have a note open for a patient in one tab on your browser but have a different Active Patient selected in a second tab, then saving the note no longer moves it over from the first patient to the second. The Active Patient will stay as the patient who the note belongs to, even if a different patient is selected in another tab. NOTE: we always recommend working within one tab in WriteUpp, to avoid issues relating to switching of the Active Patient.
If all invoices on a site are deleted, then the Invoice Number now resets back to ‘1’. The starting invoice number can be changed under Settings → Invoice → Basics.
In the ‘By Surname’ tab of the ‘Clients’ view, clicking through the letters and then clicking ‘All’ returns a full list of results again.
If you have no Active Client set and click on a ‘Go to form’ notification when a client has completed a smart form, then it now takes you to the assessment form and sets the Active Client.
Under Settings → Organisation, you must enter a valid email address to be able to save the page. The Email field must include an ‘@’, appearing somewhere in the middle of the email address.
Under Settings → Invoice → Layout, if coloured text is added to the invoice footer, then this is retained on the PDF version.
When editing a user or inviting a new user, a valid email address must be entered into the Email field before you can save.
Under Create → Attachment, the file path length for attaching a link has been increased to 400 characters.
When sending an invoice to Healthcode, hover your cursor over the helper text below the Provider Number, Insurer Identifier, Cover Number and Auth Code fields to read it in full.
The Due Date field when creating or editing an invoice is now mandatory. If this field is left blank then you will NOT be able to save the invoice and you will see a red error message. The Due Date must also be entered in the correct format to be able to save, which is DD/MM/YYYY.
In Online Booking, if a Timezone different to BST is selected, then this is now reflected throughout the OB website. Appointment times will be correct for the set Timezone in the search results, the check details screen and on the final confirmation page.
Key Updates
Site verification upon Trial sign-up - New trial sites must now verify their email address to gain full access to WriteUpp
Automatically assign responsible user - A new setting which assigns new clients to the user who created them
Warning modal for conflicting appointments - When booking into the diary, you will now see a warning modal listing any appointments occurring in unavailable time slots
Security Update
Site and User email address verification
Upon trial sign-up, new users will now be asked to verify their email address. The link to do this can be found in the Welcome email. Alternatively, under Settings → Users → Edit User, you can request a new verification email.
Once the new user (the Site Administrator) has verified their email address, then this will verify the account and access will be granted to all WriteUpp features.
If the site is NOT verified, then users will have restricted access to messaging, appointment communications and account management, including subscribing, purchasing text/video credits and inviting new users.
Once a site is verified, then the Site Administrator can invite new users. Any new users will be asked to verify their email address in the Welcome email, but their access to WriteUpp will NOT be restricted. This is because the site is already verified by the Site Administrator.
If you wish to change your user email address from the Edit User screen, then you can still do so, but you will be asked to verify the new email address. This will not limit your access to certain WriteUpp features, as long as the site was verified previously.
IMPORTANT: If you are already signed up to WriteUpp, then your account will be verified automatically. However, any new users invited to your site will be asked to verify their email address. Similarly, if you change your email address, you will be asked to verify again. You will NOT lose access to site features though.
This is an important security measure but we have tried to keep it as seamless as possible for you to get started on your WriteUpp journey. Simply hit the big, blue verify email address button in your Welcome email, and you’re good to go!
New Features
Assign new client record to user who creates the record
Under Settings → General → How do you manage your customers?, we have added a new checkbox called ‘Assign new Client records to the user who creates the record’. If this is ticked, then when a user creates a new client record, they will automatically be assigned as the responsible user for the client. This is the case for new clients created via Desktop, the mobile App and Online Booking.
If you have ‘Visible to Responsible User’ selected under ‘How do you manage your customers?’, and the new checkbox ticked, then when a user is assigned as the responsible user for a client, no other users on the site will be able to see the new client (NOTE: Site Administrators have access to all patient records regardless of the chosen visibility setting). The new client will automatically be assigned to the user who created them and only a Site Administrator can edit this. This ensures that newly created clients are never visible to anyone other than the user who creates them and Site Administrators.
However, if you have ‘Visible to all users selected’ and the ‘Assign new Client records to the user who creates the record’ checkbox ticked, then the new client will still be assigned to the user who created them, but all users on the site will have access to the client record and will be able to edit the Responsible user.
If you do NOT want new clients to be assigned automatically to the user who created them, then leave this new checkbox unticked.
With ‘Visible to responsible user’ selected and the ‘Assign new Client records to the user who creates the record’ setting ticked, then new patients created via Online Booking will automatically be assigned to the user who their appointment is with. No other users on the site will be able to see the new client (apart from the Site Administrator) and only a Site Administrator will be able to edit the responsible user. This is also the case for new clients created via Desktop and the App. Please consider the consequences of this setting carefully before applying it.
For more information on the patient visibility setting within WriteUpp, please click here.
Warning modal when booking into unavailable time
To help prevent double bookings when you are booking a recurring appointment series, we have added a new modal to warn you when you are booking into ‘unavailable’ time in the diary.
If any appointments in the recurring series conflict with an existing appointment or occur during non-working hours, then we will now warn you of this before the booking is made:
This allows you to view any conflicting appointments and decide whether or not you still want to go ahead with the booking.
Pressing ‘Continue’ without taking any further action will simply book the appointments that occur in a free slot. Any conflicting appointments will NOT be booked.
Next to any of the listed appointments, you can click ‘Book Anyway’ to ensure that the appointment still gets booked despite the conflict. Pressing ‘Continue’ will then confirm the booking, including any of the conflicting appointments you have selected to book anyway.
Alternatively, if you know you want to book the whole series, despite any conflicts, you can click ‘Book All’. You will see a warning modal informing you of how many conflicting appointments you are about to book and pressing ‘Yes’ will confirm the booking.
Not sure if you can book one of the conflicting appointments? If you press ‘Cancel’ or close the modal window, then no appointments in the series will be booked, allowing you to check your diary before making the booking.
The warning modal will also be present when booking single appointments. If you press a free slot in the diary and then change the date/time to one that is unavailable, we will warn you of this before making the booking.
Improvements
Timetable - Select Recurring series
Under the Timetable, you can now copy recurring entry sets over to other user’s Timetables. To do this, head to the Timetable under the main menu and select the ‘Copy Timetable’ link on the Timetable of the user you wish to copy entries over from. This will take you to the Copy Timetable page, where you will see a ‘Select Recurring series’ section:
This lists all recurring entry sets, if the user has any set up in their Timetable. Simply tick the recurring entry set(s) that you wish to copy over, complete the rest of the details and click the ‘Copy Selected items’ button. The recurring entry set(s) will then appear in the Timetable(s) of the user(s) you selected and you can delete them as sets. This means you can choose ‘This & Future Recurrences’ when deleting a series, instead of having to delete entries individually.
If you are not seeing a recurring entry set under the ‘Select Recurring series’ section of the Copy Timetable page, then make sure the date filter at the top of the page covers all of the entries in the recurring series.
New ‘All locations’ option for Appointment Types
If you have multiple locations enabled, then under Settings → Scheduling → Appointment Types, you must tick which locations each of your appointment types are available in. This ensures your Online Booking website and the availability search are returning the correct results once you set up the Timetable.
When editing each of your appointment types and which locations they are available in, we have now added an ‘All locations’ option, allowing you to quickly tick all locations for an appointment type.
If ‘All locations’ is ticked, then all locations will always be ticked. This means, any new locations you create, will automatically get ticked for that appointment type. No availability will be displayed on your Online Booking website for that appointment in the new location until you set up a Timetable, but the new location will be visible on the site.
This should help to save you time when setting up new locations.
However, if you do NOT want new locations to be automatically ticked for an appointment type but still want all current locations ticked, then instead of selecting the ‘All locations’ option, tick each location individually:
You must have at least one location ticked for each appointment type. This means you can no longer delete the last location from under Settings → Organisation.
Low text credits - updated validation messages for SMS access codes
If we are unable to send an access code for a smart form to a client via SMS because you have run out of text credits on your site, then we have now updated the validation message that the client sees in the portal. This message now reads ‘We were unable to send your access code’. If a client gets in touch because they are not receiving an access code and this is the validation message they are seeing, then please top up your text credits and resend the code.
If you are attempting to resend an SMS access code and your text credits have run out, then you will now be informed of this in a warning banner at the top of the screen. The banner will read ’The code couldn’t be sent, no SMS credits’. If you see this message, head to the Account tab, top up your text credits and try again.
Furthermore, if you have low text credits (50 or less), we have now added a warning message to the DM modal when sending a smart form with an SMS access code. If you see this message, please consider topping up your SMS credits, so that the client doesn’t have any issues receiving the code.
Custom field and note/attachment keyword ordering
Previously custom fields, note keywords and attachment keywords were ordered by assigning a number between 1 and 9 to each one using a dropdown. We've changed this dropdown out for a text box where you can enter whatever numbering you need to. This field will accept whole numbers only. This should make it easier to add and order more than 9 of any item!
The order you enter under Settings & Tools → Fields will be reflected when:
Viewing and editing Custom fields on the Patient Summary
Adding or changing a note keyword when creating/editing a note
Assigning an attachment keyword when uploading a file to the Patient Summary
In all cases, if you have multiple items with the same number, i.e custom fields, anything with the same number assigned will be ordered alphabetically.
Updated Attachment Keywords tab
The design of the Attachment Keywords tab under Main Menu → Fields has been updated. It works in exactly the same way, allowing you to create your own custom keywords for uploaded attachments, it just has a new look!
Sublocality added to Address Lookup
Sub-locality has been added to the Address Lookup on the Patient tab of the Patient Summary and on the Organisation page under Settings.
Bug Fixes
A user can no longer change the status of an assessment that belongs to another user on the site. If they click the lock control icon for the assessment, nothing happens. Only the creator of the assessment can change the status. NOTE: Site Administrators have access and control to all assessments, regardless of ownership.
Deleting appointments in a recurring series by selecting ‘All Future’ no longer causes an error if one of the appointments in the series has a note linked to it.
The create date of notes is now correct for sites with the Timezone set to ‘(UTC + 10.00) Canberra, Melbourne, Sydney’.
If you have a note open for a patient in one tab on your browser but have a different Active Patient selected in a second tab, then saving the note no longer moves it over from the first patient to the second. The Active Patient will stay as the patient who the note belongs to, even if a different patient is selected in another tab. NOTE: we always recommend working within one tab in WriteUpp, to avoid issues relating to switching of the Active Patient.
If all invoices on a site are deleted, then the Invoice Number now resets back to ‘1’. The starting invoice number can be changed under Settings → Invoice → Basics.
In the ‘By Surname’ tab of the ‘Clients’ view, clicking through the letters and then clicking ‘All’ returns a full list of results again.
If you have no Active Client set and click on a ‘Go to form’ notification when a client has completed a smart form, then it now takes you to the assessment form and sets the Active Client.
Under Settings → Organisation, you must enter a valid email address to be able to save the page. The Email field must include an ‘@’, appearing somewhere in the middle of the email address.
Under Settings → Invoice → Layout, if coloured text is added to the invoice footer, then this is retained on the PDF version.
When editing a user or inviting a new user, a valid email address must be entered into the Email field before you can save.
Under Create → Attachment, the file path length for attaching a link has been increased to 400 characters.
When sending an invoice to Healthcode, hover your cursor over the helper text below the Provider Number, Insurer Identifier, Cover Number and Auth Code fields to read it in full.
The Due Date field when creating or editing an invoice is now mandatory. If this field is left blank then you will NOT be able to save the invoice and you will see a red error message. The Due Date must also be entered in the correct format to be able to save, which is DD/MM/YYYY.
In Online Booking, if a Timezone different to BST is selected, then this is now reflected throughout the OB website. Appointment times will be correct for the set Timezone in the search results, the check details screen and on the final confirmation page.
Updated on: 17/04/2024
Thank you!