---
title: Adding Users to Multiple Institutions; OPs
description: Learn how to handle multi-institution access requests in SamaCare, including validating required information, routing requests, and notifying the assigned CSM.
---
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October 1, 2026
# Adding Users to Multiple Institutions; OPs
### 🎯 Purpose
This SOP outlines the process for providing a user with access to multiple institutions under a shared parent account in SamaCare. Since this type of access spans multiple organizations, it is important that every request is reviewed, approved, and completed using a consistent and secure process. Following this SOP helps ensure proper access management, protects customer information, and limits the ability to perform these actions to authorized SamaCare team members.
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### 🔍 Scope
This process is relevant to all Operations agents who receive requests from practices to grant users access across multiple institutions.
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### ⚙️ Process
1. **Review and Validate the Access Request**
1. Access requests are received from practice users via chat or email to our CRM. Each request should include the following information:
1. The full name and email address of the user requiring access.
2. Whether the user is a **new user** or an **existing user** who is already associated with one institution.
3. The name of the Primary Institution.
4. A list of the specific institutions to which the user should be granted access, **or confirmation that the user should be granted access to ALL child institutions under the parent account.**
2. Inform the user that their access request is being processed and that their CSM will notify them once it has been completed.
2. **Forward the Request**
1. If the request was received via chat, convert to an email and include all validated information before forwarding the request to [practice@samacare.com](mailto:practice@samacare.com)
2. If the request was received via email to our CRM, forward it to [practice@samacare.com](mailto:practice@samacare.com), ensuring all required information is included in the request.
1. The subject line should read: Multi-Institution Access Request
2. cc’ Chasity Williams
3. Edit the body of the email using the “Multi-Institution Access Request" canned response.
3. **Notify the CSM in Slack**
1. In the **#biz-ops** Slack channel, tag the assigned CSM and notify them that a multi-institution access request has been forwarded to [practice@samacare.com](mailto:practice@samacare.com) This helps ensure the request is acknowledged and processed promptly.
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