How to Enable and Use Access Restrictions

Sensei Cloud gives you the ability to control when and from where team members can access Sensei Cloud. You have the option to enable settings to restrict team member login access by certain hours, IP address, or both. When these restrictions are enabled in practice settings, they can then be applied individually to specific team members. 

Team members can be limited to only accessing Sensei Cloud during office hours or custom hours that you set. You can also limit users to accessing Sensei Cloud only from specific whitelisted IP addresses, preventing them from logging in from an unauthorized location. 

The Login Access Restriction settings can be enabled within Practice Settings. From the Administration tab, select Practice Settings > General, and then click Edit General Settings. 

Login Access Restrictions

To enable login access restrictions for your practice, select Yes next to the Auto Logout Users (When Restricted) setting. Enabling this setting automatically logs out a Team Member when their access has time-based restrictions, which are defined in their Team Member Settings under Login Access Restrictions. Users are notified multiple times via a series of message displayed at certain increments to warn them when their log out time is approaching. 

Note: 
-- Enabling the login access restriction settings does not automatically apply restrictions to every user; in addition to enabling the restrictions in Practice Settings, you also have to enable them within the applicable user's team member settings. See Team Member Settings for more information. 
-- If the Auto Logout Users setting is not enabled, then users that have time-based restrictions applied are not automatically logged out and can remain logged into Sensei Cloud and working outside of their allowed hours. However, when they do log out, they are then unable to log back in until they are back within their allowed hours.

When Auto Logout Users (When Restricted) is enabled, an additional Grace Period setting is displayed. The Grace Period setting allows you to set an additional time period that the user is able log in prior to their scheduled (allowed) start time, and this time period also adds to the amount of time before the user is automatically logged out at the end of their day. This setting defaults to 15 minutes but can be changed to the time amount of your choice (in minutes).

IP Address Access Restrictions

To enable IP address access restrictions, select Yes next to Restrict Access by IP. This setting prevents Team Members from accessing Sensei Cloud from an unauthorized IP address.

When enabled, the Whitelisted (Allowed) IP Addresses section is displayed. You can then enter the public IP addresses that are allowed and can be used to access Sensei Cloud. 

Note: The IP address that should be entered is the main, public IP for the network in the given location (not the device-based IP addresses that are assigned by the router to provide access for each internet-enabled device).

You are required to enter a Description, Start IPv4 addresses, and an End IPv4 address. Click Add to add another IP address to the whitelisted (allowed) list. 

Note: 
-- IP addresses for each Practice Location as well as any approved remote offices should be entered to ensure access. 
-- If your practice has multiple locations, then you should proceed in one of the following ways:  1) Do not enable the Restrict Access By IP setting (or do not restrict any users) or 2) Make sure that IP addresses are specified for each location from which users are expected to log in from.
-- Enabling the Restrict Access by IP setting does not automatically apply the IP address restriction to every user; in addition to enabling in Practice Settings, you also have to enable the restriction within the applicable user's team member settings. See Team Member Settings for more information. 
-- See How to Find Your IP Address for information on how to determine your IP address.
-- If your IP address does not assign static IP addresses, it might be best to leave the Restrict Access by IP setting disabled, or additional network configuration may be required. 
-- The Restrict Access by IP setting cannot be changed to No when there are still team members that have the Restrict Access by IP setting enabled. 

Team Member Settings

From the team member settings (Administration > Team > Team Members), you can set a user's individual login access restrictions. The Restrict Access by IP setting restricts the user to log in only from an IP address that is included in the Whitelisted IP addresses in practice settings, and the Allow Access (Hours) setting can be used to limit user logins to allowed times of day.

To set up login access restrictions for a team member:

1. From the Administration tab, select Team > Team Members. The Team Member Settings are displayed.
2. Select a team member from the list.
3. From the Actions menu, select Edit Selected Team Member. The team member's record becomes editable.
4. Navigate to the Login Access Restrictions section.
5. Select whether you want to restrict team member access by IP address. 
   Note: 
   -- You must have the practice setting enabled and at least one IP address added to the Whitelisted IP addresses in order to enable this restriction for a team member. 
   -- You might not want to enable this setting for users that need or are allowed to work remotely or via mobile devices/hot spots, as they will likely have a dynamically-assigned or unknown IP address, making their access frequently limited.
6. Select the hours that the team member is allowed to access Sensei Cloud:
   -- Anytime: This is the default option and allows the users to freely log in to Sensei Cloud at any time.
   -- Office Hours: Select a Practice Location, and the system will use the location's Office Hours (in the selected practice location's time zone) as the allowed access hours for the team member.
   -- Specific Hours: When you select Specific Hours, you then need to select the team member's Time Zone and set the beginning and ending times for the user's access for each day of the week.
7. Click Save Team Member to save your changes. Any login restrictions that are selected are active immediately upon saving. 

See How to Create or Edit a Team Member (US) or How to Add or Edit a Team Member (UK) for more information.