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Overview

Once your clinic is set up, you need to bring your team on board. The platform provides two methods for adding staff: email invitations and direct account creation. Both methods respect your plan’s license limits and enforce role-based access from the start. Admin only — Only users with the Admin role can invite or create staff accounts.

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License limits

Before inviting staff, understand your plan’s user limits. the platform checks these limits before allowing any new invitation or account creation.
PlanDoctorsReceptionistsAdminsTotal users
Pro3115
Pro+62—9
EnterpriseCustomCustomCustomUnlimited
If your clinic has reached its license limit for a specific role, the invitation form will be blocked for that role. You will need to upgrade your plan or remove an existing staff member before adding a new one.

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Method 1: Email invitation

The most common way to add staff is by sending an email invitation. The invited person receives a link to set up their account or join your clinic.
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Open staff management
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Navigate to Settings > Staff and click Invite Staff.
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Fill in the invitation form
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Provide the following details:
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FieldRequiredDescriptionEmailYesThe staff member’s email addressFirst nameYesTheir first nameLast nameYesTheir last nameRoleYesSelect: Admin, Doctor, or ReceptionistPermissionsNoOptionally customize permissions beyond role defaults
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Send the invitation
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Click Send Invitation. The staff member receives an email with a unique invitation link.
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Staff member accepts
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The invited person clicks the link and follows one of two paths:
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  • New user — They set up their account (password, 2FA) and are added to your clinic
  • Existing user — They accept the invitation and your clinic is added to their account
    • Invitation links are valid for 7 days. If the link expires before the recipient accepts:
    1. The invitation status changes to Expired in your staff management panel
    2. You can click Resend to send a fresh invitation
    3. Resending resets the 7-day expiry window with a new link
    The original expired link becomes permanently invalid once you resend. Only the latest invitation link works.

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    Method 2: Direct creation

    If you prefer to set up accounts on behalf of your staff, you can create them directly from the admin panel.
    1
    Open staff management
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    Navigate to Settings > Staff and click Create Staff Account.
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    Enter account details
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    Fill in the staff member’s information:
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  • Email address
  • First name and last name
  • Role (Admin, Doctor, or Receptionist)
  • Temporary password
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    Create the account
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    Click Create Account. The account is created immediately and linked to your clinic.
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    Share credentials
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    Provide the staff member with their login credentials securely. They will be prompted to change their temporary password and set up 2FA on first login.
    Even with direct creation, staff members go through the full first-login security setup including password change and 2FA configuration. See First Login & Security for details.

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    Customizing permissions

    When inviting or creating a staff member, you can optionally customize their permissions beyond the defaults for their role. For example, you might want a Doctor to also manage inventory, or restrict a Receptionist from viewing billing reports.
    Permission customization is available during invitation and can also be changed later from the staff member’s profile. See Roles & Permissions for the full permission matrix.

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    Managing invitations

    The Settings > Staff panel shows all invitations with their current status:

    Pending

    Invitation sent but not yet accepted. The link is still valid within the 7-day window.

    Accepted

    The staff member has accepted the invitation and is active in your clinic.

    Expired

    The 7-day window has passed without acceptance. Use Resend to issue a new link.

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    Actions available

    • Resend — Available for pending and expired invitations. Generates a new link and resets the 7-day window.
    • Revoke — Cancel a pending invitation before it is accepted. The link is immediately invalidated.
    • Remove — Remove an accepted staff member from your clinic (does not delete their your account).

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    Frequently asked questions

    They receive an invitation to join your clinic. When they accept, your clinic is added to their existing account. They do not need to create a new account.
    No. Each staff member has one role per clinic. If their responsibilities change, update their role from the staff management panel.
    Check that the email address is correct, then use the Resend option. Ask the staff member to check their spam/junk folder.
    You need to either upgrade your plan or submit a seat request from the staff management panel. See Upgrading Your Plan for details.
    Yes, on plans that support multi-clinic (Pro+ and Enterprise). A staff member can accept invitations from multiple clinics and switch between them.