Set up your facility (administrators)

1Add your logo and colours

1. 1

   Open Branding

   Go to “Branding”.

2. 2

   Upload the logo

   Under “Logo” upload a PNG (transparent background is best) or JPEG. It appears on the sign-in page and at the top of every printout: receipts, invoices, lab reports, prescriptions, discharge summaries and birth notifications.

3. 3

   Name and message

   Set the display name, tagline and an optional sign-in message for your staff.

4. 4

   Brand colour

   Pick your colour or click “Use AfeySync green”, then “Save branding”.

2Branches

1. 1

   Open Branches

   Go to “Branches” and click “ADD BRANCH”.

2. 2

   Fill in the branch

   Enter the name, code, county, address, phone and bed capacity, then save.

3. 3

   Switch branch

   Staff with access to several branches choose the branch they are working in from the branch selector at the top.

3Users and roles

Give every person their own account with only the access their job needs.

1. 1

   Add a user

   Open “Users & Roles” → “Users” → “Add user”. Enter the full name, email and phone. For clinical staff add the cadre and licence number.

2. 2

   Fetch details from KRA

   In “Fetch from KRA”, choose the taxpayer type, type the ID number and click “Fetch”. The name and KRA PIN come from KRA. Date of birth and gender come from the national ID record when AfeySync has switched on ID verification (tick the box confirming the person agrees), otherwise from the DHA Client Registry for the same ID. The PIN is saved as “Verified with KRA”. If you change the PIN or ID by hand, it is saved unverified.

3. 3

   Licence details for clinicians

   When you tick a clinical role (doctor, nurse, clinical officer, pharmacist, lab, radiology…), “Fetch from licensing board” appears. Choose the board (KMPDC, NCK, COC…), enter the licence number or national ID, click “Search” and “Use this” on the right person.

4. 4

   Choose roles

   Pick one or more roles such as Receptionist, Nurse, Clinician, Lab technologist, Pharmacist, Cashier or Administrator.

5. 5

   Choose branch access

   Choose “All branches” or “Specific branches”, then save. The user receives a welcome email with a link to choose a password.

6. 6

   Create a custom role

   Under “Roles” click “Create role”, name it, tick exactly the permissions needed and choose the scope. Useful for mixed jobs such as “Nurse & cashier”.

7. 7

   Help a user

   Open the user to “Reset password”, “Reset 2-step” (for a lost phone) or deactivate someone who has left.

4Diagnoses list

1. 1

   Open Diagnoses

   Go to “Diagnoses”. This is the list clinicians pick from (ICD-10 / ICD-11 / local).

2. 2

   Add or import

   Use “Add diagnosis” for one, or “Import from Excel” for many.

5Integrations

Connect services using the credentials issued to your facility.

1. 1

   Open Integrations

   Go to “Integrations” and click “Configure” on M-Pesa, SMS, SHA or an insurer.

2. 2

   Enter your credentials

   Enter the keys issued to your facility by Safaricom, your SMS provider, SHA or the insurer. Choose the environment (sandbox for testing, production for real use).

3. 3

   M-Pesa: paybill or till

   Under “Customers pay into”, choose Paybill or Till number. For a paybill, enter the paybill number. For a till, enter the store (head office) number from your Daraja Go-Live email and the till number customers pay into. The passkey must belong to the paybill or store number.

4. 4

   M-Pesa is your own

   M-Pesa (Daraja) and Pay Hero are set up by your facility for its own account: nobody at AfeySync needs to switch them on, and the money goes straight to your paybill, till or bank. Fill in the details and click “Save & switch on”.

5. 5

   Pay Hero

   Pay Hero is a second way to send M-Pesa prompts. In Pay Hero, open Developers → API Keys → Generate key and copy the API key username and password (both required; the API secret is optional). Also note your payment channel ID (Payment Channels → My Payment Channels). Enter them, then choose whether Pay Hero sends every prompt or only stands in when M-Pesa (Daraja) is not set up. “Test connection” shows the channel the money goes to.

6. 6

   API base URL

   It fills in by itself when you choose the environment (sandbox or production). Leave it unless Safaricom gives you a different address; a sandbox address is refused on a production setup.

7. 7

   Test

   Click “Test connection”. For M-Pesa it also tells you where prompts will pay into, e.g. “Till 1731901”. Credentials are stored encrypted and are never shown in full again.

6Security settings and audit trail

1. 1

   Security

   Under “Security” choose who must use two-step verification, whether staff may sign in with Google, and approve, decline or revoke AfeySync support access requests. Support staff can only enter your facility with your permission and for a limited time.

2. 2

   Audit Trail

   “Audit Trail” is an append-only record of important actions: sign-ins, changes to records, payments and more. Filter it and open any entry for details.