Adding a User To Bits Pro – Updated August 2019
Officers and Program Managers at each Center are given ‘Local Administrator’ access to BitsPro. This allows them to add users to BitsPro and adjust permissions. ‘Local Administrators’ cannot make other ‘Local Administrators’ or give permissions only reserved for ‘Local Administrators’.
A user can be added at any time, however, the user will not be able to access the software until computer access has been granted. This requires the I.T. department to add them to the Active Directory of computer users in the Western Territory. Please use the following guidelines for adding someone to the Active Directory.
• New Employees – DO NOT contact IT. The request for computer access (Active Directory) is done through HR in the hiring process. This is done automatically.
• Current Employees who do not currently have computer access – Send a request for an Active Directory account to the Help Center. (Help.Center@usw.salvationarmy.org) Include the employee’s ID#.
• Interns or other volunteers – Contact I.T. with a request for Active Directory account for a volunteer.
Adding a user to BitsPro:
Administration > User Management > Add
#1 - Make sure the ‘Active’ box is checked. For interns and volunteers check the box underneath which causes the account to automatically expire in 6 months. (HINT: to renew an inactive account, uncheck the box and recheck it to automatically give another 6 months AND don’t forget to re-check ‘Active’.)
#2 - Enter the name as FNAME.LNAME. Do not forget the “.”(dot) between them. This name must match Active Directory exactly.
#3 – If the new user is going to enter counseling notes be sure to check this box indicating the person is an ARC Counselor. (This allows them to be assigned as a counselor and to schedule appointments.)
#4 – Citrix access – if after clicking this tab, you see an option to “grant Citrix access” click this. This sends a message which causes the icon to show up in the application portal when the user logs in. (Most of the time I.T. does this for you on their end.)
BE AWARE: Sometimes the box “Active Directory User Details” will tell you there is no user. If you have requested the AD account and have been notified that I.T. has completed the setup, FIRST check your spelling, SECOND, wait a while. It can take time for the system to populate the new information.
Setting Up Permissions
The rule of thumb for permissions is to only give the permissions that are needed
for the person’s specific job role. For example, it would be inappropriate for the
Production Manager/DOP to have access to counseling or spiritual notes.
Currently, Interns are given access to Rehab Plans, counseling notes and regular
The permission, “View any ARC stay record, regardless of program”, is normally given only to Intake Coordinators so they can review a person’s previous stays to make sure someone is not just hopping around.
Notes on permissions: Some permissions will not be available to ‘Local Administrator’s to give. These are either reserved only for them or those with Divisional/Territorial access. If you feel you have a person on staff that needs these permissions, please talk to ARC Command.
If you have any questions about Permissions, please contact ARC Command for assistance.
Add a Location
Next, select the Program Tab. If you try to save without adding a program you will get a message saying the person does not have any assigned programs.
On this tab simply select “add” at the bottom of the screen and select from the drop-down boxes. You should only give access to your own program.
If your center only has a men’s program there will only be one option and it will already be filled in. Just click save at the bottom. If you also have a women’s program you will need to select one or the other, then click save. You can then add the other program for those that need access to both men and women.