ALIS Self-Onboarding Guide Part 1: Logins and Staff

Use this onboarding guide to learn all you need to know to get started with logins and staff profile management. Explore other articles found in the Staff section of the ALIS Helpdesk to learn more about these topics. 

ALIS Login Basics

You can access ALIS from any device with an internet connection. The default login option for ALIS requires three details: your company's ALIS website address (URL), a profile username, and a password for that profile. 

ALIS Website Address (URL)

Your company's ALIS website address is: [your Company ID].alisonline.com

• Example: sunshineliving.alisonline.com
• There is no need for "www." at the beginning of this address. 
• Company IDs are typically the full name of your company, a shortened version of the company name, or an abbreviation. The Company ID was set up by your administrator when starting with ALIS. 
• If you do not know your Company ID, contact your administrator or our ALIS Customer Success Team for help locating the correct URL. 

While your ALIS website address (also known as the URL) was created to be easy to remember, it is highly recommended to create desktop shortcuts to the website on all computers at your community to keep things simple. Click here to read an article by Google for steps to create a desktop shortcut for ALIS in the Google Chrome browser.

Once you have entered your ALIS website address in your browser's navigation, you will be directed to the ALIS login screen where you will enter your username and password. 

ALIS Usernames

ALIS usernames almost always present as [firstname].[lastname] and are not case sensitive.

• Example: nelson.mcmillan
• Usernames are automatically generated when staff profiles are added to ALIS, and the first and last name listed on the profile are used.
  • • • Note that if you have duplicate staff profiles or two staff members with the same first and last name, then ALIS will include an identifying character in the username for the second profile created (i.e., nelson.mcmillan1). If you receive the "Not a valid username" error when attempting to login, it may be due to a missing character. Have your administrator verify your username or contact our ALIS Customer Success Team for help.
• Staff usernames are not often edited, but this can be done when requested.
• Usernames can only include letters, numbers, periods (.), dashes (-), and underscores (_).
• It is not possible to edit your own username. Your company or community administrator can update this for you. If you are a company or community administrator, contact your Account Manager or our ALIS Customer Success Team to change your username.

To edit another staff member's username:

1. Go to a staff member's profile and open the Login & Access section.
2. Click the pencil icon next to the person's username.
3. Edit the username in the pop-up, and click Save. The next time the person logs in, they will need to use their new username.

ALIS Passwords

Passwords may be automatically generated or manually created by the person who adds the staff profile to ALIS. For more information about adding staff and setting passwords, Add a New Staff Profile guide. 

To edit your own password:

1. Log in to ALIS. Navigate to to your My Account page, found at the top of any page in ALIS.
2. Click the Login & Access tab.
3. Click the Change Password button, fill in your current password and new password in the pop-up, and click Save. The next time you login, you will need to use your new password. For maximum security with your password, make it memorable, unique, and private to only you.

To edit another staff member's password:

1. Go to their staff profile and open the Login & Access section.
2. Click Change password, and choose between the Automatically or Manual optsion. Use the Automatically option to send a randomly generated password to the staff member via email or text message, or use the Manually option to create a new password for them. Note that the Automatically option is more secure. 
3. Click Submit. The next time they login, they will need to use their new password. 

It is strongly encouraged for staff to update their password to something private to them after you have reset the password for them. For maximum security with passwords, they should be memorable, unique, and private to only the individual.

For information on other available login security features, refer to Additional Login Security Features of this ALIS Login Basics guide. Contact your Account Manager or our ALIS Customer Success Team for help.

Navigate the ALIS Dashboard

The first page you encounter when logging into ALIS is called the Dashboard. This homepage includes dropdown menus for all software module components, and quick access icons grouped into moveable sections, and additional icons in a panel on the right.

It is possible to change your login Dashboard to instead be one of the ALIS HQ Reports. Read this How can I set my ALIS Dashboard to an ALIS HQ Report? article for more information, and contact your Account Manager or our ALIS Customer Success Team for help.

Dashboard Icons 

The specific icons available to you on the Dashboard depend on your level of access in ALIS, or security role. If you do not have an icon or access to any parts of ALIS you need, first contact your company administrator to ensure you have the correct security role assigned to your staff profile.

The icons shown on this page also depend on whether your organization has additional ALIS features turned on. Additional features include the Drug Count, Inbound Documents, Resident Monitoring, ALIS Connect, and much more. 

Contact your Account Manager or our ALIS Customer Success Team for assistance with updating staff security roles and for more information on available features.

There are five possible sections of icons (in no specific order):

• People
• Meds
• Care
• Alerts
• Billing

These sections can be reordered according to your preferences by clicking near the section name and dragging them up and down your page. The order you set these sections to will be saved for each time you visit the Dashboard and upon your next login.

Menus and Search

The dropdown menus across the top of the page (Dashboard, Prospects, Residents, Medications, etc.) and the Search will be available on on any page in ALIS, not just on your Dashboard.

• While the Dashboard icons are linked to many pages found also in the dropdown menus, your menus may offer additional pages you have access to. Like the Dashboard icons, the dropdown menus and items shown in the menus are based on your assigned security role. If you are missing access to any parts of ALIS you need, first contact your company administrator to ensure you have the correct security role assigned to your staff profile. Contact your Account Manager or our ALIS Customer Success Team for further assistance. 
• Note that the 

Use the search bar at the top right of your Dashboard to quickly navigate to the profile of any prospect, resident, staff member, or contact you can access.

When you find the name of the person you are looking for, click their name to go directly to their profile. To open the profile in a new tab, you can right-click the name and select 'Open link in a new tab", or hold down the Ctrl key on your PC keyboard when you click it.

Your Search bar can function in either of the following ways:

• Classic Search - When you start typing in the search bar on the upper right of your page, results will appear below it as soon as you enter one letter. This will include up to five applicants and current residents whose names match your entry and up to five hired staff profiles whose names match your entry.
• Enhanced Search - As soon as you click into the search box, you will see the words "Please search for someone" and some checkbox filters at the bottom. These checkbox options allow you to search for different types of residents, contacts, staff, etc. based on your selection. These checkbox filters are available based on your Security Role. Similar to the classic search, as soon as you enter one letter, the names of up to five individuals of each type of record based on your selected checkbox filters will appear based on your entry.
  • The Enhanced Search option is behind an entitlement and requires an ALIS team member to enable it. Contact your Account Manager or our ALIS Customer Success Team for help. 

Navigate to other community environments

At the top right of the Dashboard and most pages in ALIS, you will see a menu containing your associated community name(s).

• If you work at a single community, it is common that you will have see your main community environment as well as a Training Community in this dropdown menu. 
• If you have access to multiple communities, always refer to this menu when navigating between pages in ALIS to ensure that you're viewing data related to the correct environment. If you have access to a long list of communities, it is helpful to use the search bar in the menu. 

Access to other communities can be granted without adjusting security roles. If you are an administrator, make sure your staff have access to the environments they need. For more information about managing associated communities, read this article: How do I associate a staff member to multiple communities?

Contact ALIS Support and access the Helpdesk

Familiarize yourself with quick resources available to you from the Dashboard and every page in ALIS.

• Our 7 days-a-week support, or ALIS Customer Success Team, is easily reachable by phone and email using the contact information at the bottom of every page in ALIS, whether you are on the Dashboard or not.
• Links to the Helpdesk (this very website) are available at the top and bottom of every page in ALIS.

Add a New Staff Member

Adding staff to ALIS is how you can enable them to login. This is meant to be a simple process that gives you control over the level of access each person has.

In order for a staff member to login to ALIS, you must create a new staff profile to enable their login. To begin adding a staff profile, navigate to the All Staff page and click +Add New Staff. You can also click the link at the top right under the communities menu to watch a short video about how to add staff.

1. In the pane that appears on the right side of the page, you are required to fill in the First Name, Last Name, Hire Date, Security Role. For more information about Security Roles, read this What is a Security Role? article. 
2. Make sure Login Status is toggled to "Enabled." If your company has the Lock by IP feature enabled, you will have the option to enable or disable a staff member's ability to login outside of your saved IP addresses. For more information about Lockdown by IP, read this Lockdown by IP Address article.
3. Select the Set Password checkbox to set a password for staff to be able to login once the profile is created. To set a password, you have the option to Automatically send a randomly generated password that they will receive via email or SMS text, or you can Manually create a password.
   • • • For first time staff, we recommend setting a password Manually so you can more easily assist them with logging in.
4. While not required, the Job Role field is useful for adding a specific job title for the staff member. This title will display in your All Staff page table and after the person's name on certain documents. There are some suggestions in the dropdown menu, but you can also type any Job Role in this field.
5. At the bottom of the pane, click Add Staff and Go To to view their profile.

Once the profile is created, the staff member can log in to ALIS with their username and set password. While the ALIS username always follows the firstname.lastname format, it is recommended for administrators to review the username first before providing it to staff in case there is a duplicate staff profile already created. When new staff profiles are created that have the exact same first and last name as an existing one, then the newly created profile would include a unique identifier (i.e., firstname.lastname1). 

Related Articles: 

• ALIS Login Basics
• Add a New Staff Profile
• What is a Security Role?
• How do I associate a staff member to multiple communities?
• How do I discharge a staff member?

For more assistance with Logins and Staff,

Contact our ALIS Customer Success Team:

888.404.ALIS (2547) or support@go-alis.com