Before you start
- Confirm each person needs access before sending invites.
- Decide whether each staff member is an owner, admin, manager, finance user, coordinator, therapist or viewer.
- Check your available seats in Billing or Team settings.
Step 1
Open Team settings
Go to Settings, then Team. Review active users, pending invitations, roles and seat usage before adding a new person.
Step 2
Send the invitation
Choose Invite team member, enter the staff member email address, select their role and send the invite. The staff member should use the invite email rather than creating a separate account.
Step 3
Choose the narrowest useful role
Use owner or admin only for people who manage the organisation. Use manager for team oversight, finance for billing work, coordinator or therapist for scoped caseload work and viewer for read only access.
Step 4
Assign participants after the user accepts
Once the staff member joins, assign them as the primary coordinator or therapist on participant records. This makes coordinator scoped lists and searches work correctly.
Step 5
Deactivate access when someone leaves
Use Team settings to deactivate the person, then reassign their participants, tasks and open follow ups to another staff member.
What you should have now
Your staff have appropriate access, your seat count is accurate and participant visibility remains scoped.