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PINs and Passwords in Shepherd

Learn how Shepherd uses PINs for in-clinic access and passwords for remote login, plus how to securely reset and manage both.

Updated over 3 weeks ago

The main difference between a PIN and a password in Shepherd is that every user has a PIN, but not every user has a password.

  • PINs are used for day-to-day logins within your clinic.

  • Passwords are only required for remote users or when using the clinic login (main practice password) on devices.

This system ensures quick and secure access for in-clinic staff while providing additional security for remote access.

Only users with Admin access and the correct user permissions can reset PINs or passwords. If you can’t access the Admin or Users section, contact your clinic manager or administrator.

Resetting a PIN

Navigate to Admin → Users.

  1. Select the Users tab and open the users profile.

  2. In the Actions menu, select Reset PIN, then confirm by selecting Reset.

  3. The new PIN will display in a popup. Write it down and share it with the team member.

Note: PINs are automatically generated for security and will not be shown again after saving. Each PIN is unique to the user.

Resetting a Password

To reset a user’s password:

  1. Navigate to Admin → Users.

  2. Select the Users tab and open the users profile.

  3. From the Actions menu, choose one of the following:

    • Send Password Reset Email – sends a link for the user to create a new password.

    • Change Password – opens a popup for an admin to manually enter a new password.

Best Practices

  • Keep PINs private – never share PINs in public spaces or write them down where others can see.

  • Reset immediately if compromised – if you suspect a PIN or password has been shared, reset it right away.

  • Use strong passwords for remote access – passwords should be unique, at least 12 characters long, and include a mix of letters, numbers, and symbols.

  • Share securely – when giving a team member their new PIN, provide it directly and privately (not over group chat or email).

  • Deactivate unused accounts – if a staff member leaves or no longer needs access, deactivate their account instead of just resetting credentials.

  • Audit regularly – periodically review active users, PINs, and password settings to maintain security and reduce risk.

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