> ## Documentation Index
> Fetch the complete documentation index at: https://q.odontox.io/llms.txt
> Use this file to discover all available pages before exploring further.
# Inviting Staff
> Add doctors, receptionists, and other staff to your OdontoX clinic using email invitations or direct account creation, and assign the right role to each user.
## 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.
## License limits
Before inviting staff, understand your plan's user limits. the platform checks these limits
before allowing any new invitation or account creation.
| Plan | Doctors | Receptionists | Admins | Total users |
| -------------- | ------- | ------------- | ------ | ----------- |
| **Pro** | 3 | 1 | 1 | 5 |
| **Pro+** | 6 | 2 | — | 9 |
| **Enterprise** | Custom | Custom | Custom | Unlimited |
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.
## 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.
### Open staff management
Navigate to **Settings > Staff** and click **Invite Staff**.
### Fill in the invitation form
Provide the following details:
| Field | Required | Description |
| --------------- | -------- | ----------------------------------------------------- |
| **Email** | Yes | The staff member's email address |
| **First name** | Yes | Their first name |
| **Last name** | Yes | Their last name |
| **Role** | Yes | Select: Admin, Doctor, or Receptionist |
| **Permissions** | No | Optionally customize permissions beyond role defaults |
### Send the invitation
Click **Send Invitation**. The staff member receives an email with a unique invitation
link.
### Staff member accepts
The invited person clicks the link and follows one of two paths:
* **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 link expiry
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.
## 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.
### Open staff management
Navigate to **Settings > Staff** and click **Create Staff Account**.
### Enter account details
Fill in the staff member's information:
* Email address
* First name and last name
* Role (Admin, Doctor, or Receptionist)
* Temporary password
### Create the account
Click **Create Account**. The account is created immediately and linked to your clinic.
### Share credentials
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](/getting-started/first-login) for details.
## 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](/getting-started/roles-and-permissions) for the full permission
matrix.
## Managing invitations
The **Settings > Staff** panel shows all invitations with their current status:
Invitation sent but not yet accepted. The link is still valid within the 7-day window.
The staff member has accepted the invitation and is active in your clinic.
The 7-day window has passed without acceptance. Use **Resend** to issue a new link.
### 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).
## 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](/getting-started/upgrading) 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.
## Related articles
* [Roles & Permissions](/getting-started/roles-and-permissions) — Understand the default
permissions for each role and how to customize them
* [First Login & Security](/getting-started/first-login) — What your staff will experience
on their first login
* [Trial & Subscription Plans](/getting-started/trial-and-plans) — Check license limits
for your current plan