Invite your team with the right access
Invite colleagues, give each one the right role and make sure clinicians can reach their patients.
After this lesson you can invite colleagues with the right role, group them in teams and check that a clinician can reach their patients. It takes about 15 minutes. You need the Owner or Admin role.
Why it matters
What a person can do depends on their role, and which patients they can open depends on assignment and team. Most "I cannot see that patient" questions come from here. A role that is too small blocks work. A role that is too large shows patient records to people who do not need them.
How it works
The Linden practice opens with a doctor, Dr. Pieter Visser, a front desk colleague, Noor, and a practice manager, Fenna. The owner invites all three.
Invite people
Open Organization → People. Organization is under Manage in the sidebar. On the Members tab, choose Invite people.
- Enter up to 10 email addresses.
- Under Roles, choose Member, Secretary, Admin or a custom role. You can only grant permissions you hold yourself, and the owner role cannot be invited.
- Choose a team if you want, then choose Send 3 invitations. The button shows the number of addresses.
Invitations expire after 7 days. They wait under Pending invitations, where you can choose Resend invitation or Revoke invitation. An expired one offers Re-invite. Revoking stops that link and does not remove anyone who has already joined.
Seats follow your members. Adding someone adds a seat, and roles that can write clinical records use a practitioner seat. If a payment for new seats fails, new invitations are on hold until it is paid. Check Billing before you invite a large team.
Choose the role for the job
| Role | Use it for | What it gives |
|---|---|---|
| Member | Doctors, therapists, nurses, assistants | Assigned patients and their clinical records, team calendars, patient email, templates in use |
| Secretary | Front desk | All patients, all calendars, patient communication, task dispatch. No clinical records |
| Admin | A practice manager or lead | People, teams, all patients and records, calendars, templates, Insights, AI credits, the audit log |
| Owner | One person | Everything an Admin has, plus billing, sign-in policy and ownership |
Built-in roles cannot be edited. Custom roles are part of the Enterprise plan. Open the Roles tab to read what each role allows.
Teams and patient assignment
A team groups members. Choose Create team on the Teams tab, then add people. Your plan sets how many teams you can have, and Starter includes one.
A Member sees the patients assigned to them. A clinician who registers a patient is assigned automatically. For everyone else, open the patient's Record, choose + at the end of the care team line, then Add doctor or Add team. You need the permission to assign patients, which Owner, Admin and Secretary have.
After any change, ask the colleague to open the real patient or calendar they need. A successful sign-in proves nothing about access.
Try it
Look before you send. An invitation adds a billed seat, so this exercise stops before sending.
- Open Organization → People. Find your own row and open it. Read Access, Teams and Security.
- Choose Invite people. Type an address and open the Roles list. Read the hint under it. Choose Cancel. Do not send.
- Open the Roles tab. Open Member and Secretary. Compare the permission counts and read what each allows.
- Open the Teams tab. Note how many teams exist.
- Open Sam Testpatient. If you registered Sam, you are already on the care team. Choose + after the care team line and read the two choices, Add doctor and Add team. Close the menu without choosing.
- Back on Members, look for the label 2FA on or 2FA off beside each person. You will use it in the last lesson.
Check yourself
- Noor books appointments and sends forms but must not read clinical notes. Which role?
Answer
Secretary. It can read and edit all patients, use all calendars and send communications, and has no clinical-record permission.
- A new doctor with the Member role cannot find a patient. What do you check first?
Answer
Whether the patient is assigned to the doctor. Members see assigned patients. Add the doctor on the patient's care team line.
- Does revoking a pending invitation remove the person from the practice?
Answer
No. It only stops that invitation link. To remove a member, open the member and choose Remove from organization…, after handing over their patients.
Next
Continue with Set up the practice and its calendar. For the full steps, see People and access.