Site Administrators Guide

Last modified: February 4, 2020
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The Site Administrators Role

A site administrator in Physiotools is usually a therapist who has also been assigned the role of site administrator. The individual in this role can, in addition to creating exercise programs for their clients, also manage administrative functions.

In the following articles you will learn how to:

  • Manage user accounts
  • Manage sites
  • Manage templates
  • Activate the Physiotools Trainer client app

If you are new to the role of site administrator, we recommend that you review this entire manual in order to gain a good knowledge of the administrative functions of Physiotools.

Managing user accounts

Click on the Admin button in the menu bar. In the sub menu click on the Users button. The page for managing user accounts is displayed (see image below).

Admin Users

Adding a new user

Click on the New button that you see on the right of the users page (see image above). An empty form is opened where the user information can be added (see image below).

First name: Users first name.

Last name: Users last name.

Site: This automatically displays the same site that you are the site administrator for.

Should you have access to more than one site as the site administrator, you could also change the site that the new user should belong to. These sites would appear in the drop-down list in the Site field.

Department: Not mandatory but can be specified if you need to clarify which department the user belongs to.

A therapist can make a template or added images visible to colleagues that belong to the same site as themselves.

Title: Enter the user’s title here.

Email: Adding the email address allows you, as an administrator, to send the account information directly from the system to the user. When you click Save after completing the form, a button will be displayed that lets you send the login information directly to the user.

Username: The system will automatically present a suggested user name, however we suggest you use their email address as their Username.

New password: The system suggests an advanced password. The suggestion can be overwritten with your own choice of password.

Any user logging into the system for the first time must set a new password. This improves security as the password you enter here will only be available the first time the user logs in. The password must be a minimum of 8 characters long containing upper- and lower-case letters, numbers and special characters (! # $ & ( ) * + – < = > ? @.

Verify new password: You need to enter exactly the same password again.

Show button: clicking on this shows the password entered as plain text.

Default language: If the user’s native language is not English, you can search the drop down list for an alternative. If you choose another language here, it will change the program interface for that user.

Valid from: enter a start date for when the user account is to be activated.

Expires on: You can specify an end date for when the user account is to be disabled.

Setting a start and end date for a user account can be very useful if you have temporary staff who will work within your organisation for a limited time. This means that, as a site administrator, you will not have to manually enter the system to disable a user account.

Site Administrator: If the person you create the user account for is to also have the role of site administrator, this box should be selected.

Personal Licence: This box will automatically be checked so that one user will always have a licence available.

Enabled user: This is automatically selected when you create a new user account. This box should only be cleared when you want to disable a user account. The account will be locked immediately when the box is cleared.

Notes: You can enter notes about the account if necessary (only visible to administrators).

When the form has been completed, click on the Save button that you see at the top right of the page (see image above).

Searching for a user

To search for a previously registered user, go to Admin – Users (see image below).  At the top left of the Users page you will see a search field. Enter part or the entire name of the user in the search field. To perform the search, either click the arrow directly to the right of the search bar or press the Enter key on your keyboard.

The search results are listed in the field at the bottom left of the Users page. To access the User information, click on the correct name in the results list (see image below).

You can use the Search Order drop down list to arrange your search result according to different criteria. To see all users, click Show inactive users.

Finding A User

Editing a user

When you have retrieved the user information, click the Edit button on the right of the page (see image above).

The user information form opens so you can make any changes. When you have finished, click the Save button on the right of the page.

Disabling a user

If you have a user who no longer needs access to your installation, you must deactivate the user. Open the user’s account by following the procedure described above under the heading Editing a user. In the form that opens, you will see Enabled user, uncheck this box and then click Save. This will lock the account and the user will no longer have access to your installation of Physiotools.

All history remains with the user account created in Physiotools, even after the account has been disabled. The account itself remains.
It is important that you disable user accounts for those people who no longer work within your organisation. Physiotools is web-based which means that it can be accessed via the internet even outside your organisation.
In order to search for disabled user accounts, you should check the box Show inactive users on the left of the search form.

Creating a New Site

Creating Sites

Click Admin in the top menu bar, click Sites.

A Site can be a department or geographical location. This is determined by you to suit your needs and requirements.

Click New and complete the following fields:

Note: The address details that are entered here will be shown on the header of the exercise program. If you want a different address to appear on the Exercise program go to Admin – General – Printout options – Header

Name: Name of the organisation. For example: a department or hospital.

Street address

Zip (Post code)


State (County)


Phone number

Fax number



Valid from: If a time limit is needed for this site, select a date which the site is valid from.

Expires on: The date when the site should be deactivated and the users within this site can no longer access the program.

Private site: By default, Sites in Physiotools can share information. Although a private site can view exercises uploaded and templates created and shared to all sites by users, information created in a Private site cannot be viewed by other sites. Only a System administrator can define a Private site.

Enabled site: Checked by default. If you want to deactivate a site, uncheck the box. You can still search for inactive sites which will be shown in pale grey.

Disable use of floating licences: Checked by default.

Force exercise set documentation: When checked, users of this site will be prompted to save the exercise program after printing or emailing.

Disable Physiotools Trainer client app: Check to disable Physiotools Trainer on this site.

Licences allocated : This value shows how many licences are specifically allocated to this site. We suggest it remains at 0

Notes: Additional information about the site.

Save: Click Save to save the site information.

Edit: Details of an existing Site can be changed. Find the site by typing the name in the Search for field. Select the site from the list and click the Edit button to amend the details. Click Save when you have finished editing.

Cancel interrupts the editing process without saving any changes made to the client record.

Managing sites

As a site administrator you can make changes to the following settings for the site you belong to:

  • The header of the exercise program
  • The appearance of the exercise program
  • Add additional printing options
  • Adjust selected text in the email template when sending exercise programs by email

These settings will apply to all users belonging to the site that you administer.

All settings that you have set can normally be overwritten by an individual user from the Preview page.  An individual user who changes the data in the Preview page only affects the data for themselves. 

You can access the settings by clicking on AdminGeneral

Header tab

Display Header : Use the drop down list to choose where the header should be displayed on the exercise program. Uncheck this box to remove the header.

Header text: Change/add the text that  you want to appear at the top of your exercises program.

Change Logo:  Click the Change logo button and the Change header logo window opens. Browse to find your logo file, select the file and click OK to upload it.

To display your logo across the full width of the page, without the header text, uncheck Display this logo with header text you will see when uploaded your logo.

Logo files should be JPG, PNG or GIF and not over 8MB in size

Check Boxes: There are six different boxes that are self-explanatory and these delete corresponding information in the header of the exercise program.

At the top right you will also see a drop down list My site (name of the site). Always make sure that it is your site here and NOT My installation.
After making changes under a tab, you must click Save changes before going to the next tab.

Content tab

Optimise printout for this paper size: you can switch between A4 (European standard) and Letter (North American standard) when printing the exercise programs.

Margin: You can change the margin of the printout. If you are experiencing problems with too large or too small a margin, you can change this to a different value.

Preset printout page breaks: If it is selected, the system tries to keep the image and the associated instruction text on the same page as far as possible. However, if you have written a long instructional text yourself, it may still mean that the text runs over onto two pages.

Print summary by default : If you want to print a page with a shorter summary of the images that are included in a exercise program, this box should be checked.

Summary with 18 images or Summary with 45 images per page: The radio buttons determine how many images should be displayed per page in the summary.

Print picture id number: Each image (exercise) has a unique number this is searchable on the Exercises page.  By printing this number along with the image, you can quickly find the exercise.

Include picture titles : Each exercise has a title. If you wish to include these in the exercise program, this box should be checked.

Printout send methods (in addition to Physiotools Email): You can add additional features to the Print Preview page for all users.  These are added as buttons.

  • PDF: save an exercise programs as a PDF
  • My Own Email – directly opens the user’s own email program and sends a link via email that leads to the exercise program
Physiotools also has its own email function, which is always available.
  • QR code – Adds a button that opens a QR code for the current program. A client can then scan the code directly from the computer screen or printout and bring up their exercise program on their mobile device.
  • Cloud Print: If you have this service via Google Cloud Print, you can activate the button in Physiotools.

The send method is locked (by administrator) : as a Site Administrator, you can lock any of the above transmission methods so that they cannot be changed by a user on the Print Preview page.

After making changes under a tab, you must click Save changes before going to the next tab.
At the top right you will also see a drop down list My site (name of the site). Always make sure that it is your site that is here and NOT My installation.

Email tab

Email Tab

Include PDF attachment : If this box is selected, a PDF file is automatically created for the exercise program and added to the email as an attachment.

Email template: English, you can change to other languages ​​in the drop down list.

Text field: In the field at the bottom of the screen you will see the text included in the email itself (see image above). You can change this text if necessary.

The standard text contains square  brackets. e.g. [CUSTOMERFIRSTNAME]. These brackets will automatically add the current client’s name and the user’s name in the email. You can change the text and keep these square brackets if you wish or completely delete them.
NOTE! You will also see a square bracket that reads [LINK]. This should NOT be deleted as it is the link that the client needs in order to open their exercise program. After making changes under a tab, click Save Changes.
At the top right you will also see a drop down list My site (name of the site). Always make sure that it is your site that is here and not “My installation”.

How to deactivate Physiotools Trainer

As a site administrator, you can disable the function to send exercise programs to the Physiotools Trainer client app from Physiotools.

Click Admin and then Client App(see image below).

Enable Physiotools Trainer client app is checked by default. To disable, click Edit and uncheck this box, then click the Save button to the right of the page.

PT Momentum App

Managing templates and uploaded images

As a site administrator you can manage templates created by other users and single images that have uploaded. The templates / images must be made by users belonging to the same site as the site administrator.

The following actions for a template and a single image can be managed by a site administrator:

  • Delete a template / image
  • Change who should be able to see and use the template / image
  • Change keywords for the template / image
  • Change the folder in which the template / image is saved

Administering templates

To see all templates that your users have created and made available to other users click Exercises, click the Filter button templates, and then click Shared.

If you know the name of the template, type the name in the Free text search field.
If you are looking for templates created by a particular user, you can search by the user’s name in the Free text search field at the top left.

Template Settings

Templates that have not been shared will not be visible when you search as above. As a site administrator, you can still see these templates by changing a Setting on the Exercises page (see images above).

In the window settings, under the heading Administrative options, select the Show all hidden exercises box (see image below).

Deleting a template

You can delete a template that another user has made by clicking on the template’s menu icon Menu Button and selecting Delete (see image below).

Editing template properties

To edit visibilitykeywords and / or in which folder the template is to be saved, click on the template’s menu icon Menu Buttonand select Edit (see image below).

Edit Template

Administering single exercises

All users can upload their own images.  As a site administrator, you can edit all properties for single exercises as for templates and the procedure is exactly the same as described above for templates.

To find uploaded individual exercises, on the Exercises page, click on the filter buttons: Pictures and then Shared.

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