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User management

Invite colleagues, set their role, and remove access when they leave.

Where to find itMenuUser Management
Administrators

User management is restricted to administrators. From here you create accounts, assign Staff or Admin, change a role later, and search the team list. Doctors' clinical and billing configuration is separate, under Settings.

What you can do here

  • Create accounts for colleagues
  • Assign Staff or Admin
  • Change a role after the fact
  • Search the team by name, email or role
  • Page through a long team list
  • Remove access for people who leave

Creating an account

  1. 1

    Open User Management

    Only administrators see the management controls.

  2. 2

    Create a new user

    Enter their name and work email address.

  3. 3

    Choose the role

    Staff is the default and is right for almost everyone. Admin adds the ability to manage users.

  4. 4

    Pass on the credentials securely

    There is no self-registration, so the person needs what you set. Do not send credentials over an unprotected channel.

Important

One account per person, always. Shared logins destroy the attribution that notes, activity history, invoices and the Activity by user report depend on.

Changing a role

  1. 1

    Find the person

    Search by name, email or role.

  2. 2

    Change their role

    Between Staff and Admin.

  3. 3

    Tell them

    A change in what they can see is otherwise confusing.

  • The current role is shown against each person, defaulting to Staff where none is set
  • The team list is paginated, so a large clinic stays navigable

When someone leaves

  1. 1

    Remove their access the same day

    Not at the end of the month.

  2. 2

    Reassign their work

    Patients they owned, open tasks, and deals they were responsible for.

  3. 3

    Leave their history alone

    Notes, invoices and activity stay attributed to them, which is correct and required for audit.

Doctors need more than an account

  • Create their user account here so they can sign in
  • Add them as a provider under Settings › Providers & Billing so they can be billed against
  • Set their hours under Settings › Doctor Scheduling so they can be booked
  • Enter absences under Settings › Doctor Days Off

Related pages

Last updated September 2025. Screens may differ slightly depending on your plan and role.