User Profiles

Users are the individuals that will be working with HIFIS, either to add information or to check information in the system. To assign user rights (that determine which screens they can view and whether they can enter or edit data) and track who has added or edited information in the software, each user will need his or her own user name and password. To learn how to add a new user, please continue to the next page.

Did you know?
Users manage their profile through the Special Menu. They are able to change their password, change their contact information, their default service provider, modify their switches and add comments. They cannot change any other information, but with the exception of their rights, they can see all the information.

User Types

There are three basic types of HIFIS Users: Administrators, Coordinators and Standard Users. Both Administrators and Standard Users can also be identified as a Caseworker.


The HIFIS Administrator is the authority for the HIFIS system. Generally, it is recommended that each service provider identify at least two HIFIS Administrators, so that if one person is not available or leaves the organization, someone else can continue.

Here are some of the responsibilities tied to this role:

  • Initial HIFIS set-up
  • Setting defaults and configuring the HIFIS software to meet the needs of your particular service provider organization
  • Ensuring the security of the data by setting up user profiles and giving access rights
  • Creating backups and performing data integrity checks on a regular basis

Administrators can have access to every screens and functions in HIFIS and can change their own rights unless another administrator has denied them the right to change user rights.

The modules in the Administrator Training will walk new and existing administrators through the steps necessary to perform their functions.


The Coordinator role in HIFIS is used by individuals filling a community or regional data coordinator role. A Coordinator receives data exports from one or more service providers and imports them into his or her own HIFIS database. Coordinator access is limited to the functions in HIFIS related to data collection and analysis, including reports, importing data and conducting database maintenance. Coordinators can also create and edit the Look-up Tables and export them to the service providers in their community to maintain consistency across different service provider organizations.


Standard users can access the standard features in HIFIS: Front Desk, Reports and Bulletins. They cannot access the Administrator functions or back-up the database.


A caseworker must also be either an administrator or a standard user. Selecting this option does not grant access to the case management feature, rather this box ensures the individual will be on the list of available caseworkers within the feature.

Exporting Data

Both Administrators and Standard Users can be given the right to export data.

Did you know?
The access users have can be controlled two different ways. Some HIFIS functions can be disabled through Mandatory Fields, so no one can use them. Unless a field is mandatory, you can mark the field as read only through Mandatory Fields, so no one can enter any information into them. You can also limit access to fields through User Rights, which limit access for specific users.

Helpful Hint
Consider setting up one standard user for each job function and then clone it for the appropriate users. For example, you could set up one Administrator profile, one Front Desk profile and one Caseworker profile.

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