Invite your team
Adding colleagues, what each preset role can reach, and what to do when someone leaves.
Invite people by email. They get a link, create their own password, and land in your clinic with the role you chose — they never see another clinic, and you never share a login.
- Open Settings and go to the Members tab.
- Enter the person's email address and pick a role.
- Send the invite. They get a link that takes them to sign-up with their address already filled in.
- They appear in the member list as active once they have set a password.
Which role to give
| Role | Suited to |
|---|---|
| Owner | You. Everything, including billing and role definitions. |
| Admin | A practice manager. Everything except the things only an owner should hold. |
| Doctor | Clinical staff. Patients and clinical records, their own calendar. |
| Secretary | Front desk. Appointments, patients, the waitlist, the conversation inbox — no clinical records. |
| Accountant | Finance and reports, without patient clinical detail. |
Giving everyone the owner role is a decision with consequences, not a shortcut. Roles exist precisely so access can be narrowed, and clinical records are a separate module for that reason.
If none of the five fits, copy the closest one and take things away. See roles and permissions.
When someone leaves
Remove them from Members. Access is revoked at the database, not just hidden in the interface, so an open tab or a saved link stops working too.
Their past actions stay in the audit log. That is deliberate — a record of who did what should not disappear when someone changes jobs.
Do the same for a locum or a student on their last day. The most common way a clinic loses control of its records is not an attack; it is an account nobody remembered to close.
Common questions
- The invite email has not arrived.
- Check the spam folder first. If it is genuinely missing, delete the invite and send it again — the link in the old one stops working, which is what you want.
- Can I change someone's role later?
- Yes, from the member list. The change takes effect on their next request, not at their next login — they do not have to sign out and back in.
- Is there a limit on how many people I can invite?
- Not a technical one. What each of them can reach is governed by their role, not by a seat count.