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Invite a Team Member

Add other clinicians, supervisors, or administrative staff to your practice. Each team member gets their own login, and what they can see and do is controlled by the roles you assign during the invite (you can change roles later at any time).

Before You Start​

  • You need a role that can manage the team — the practice owner (Clinician with Entire Practice Access) or a Practice Manager.
  • If the new member will work under supervision, make sure their supervisor already has the Supervisor role first — otherwise the supervisor won't appear in the dropdown. See Supervision.

Step 1 — Open the Team Page​

Go to Settings → Team and click Invite Member.

The Team Members page, showing each member's name, email, role badge, and supervision relationship

The Team Members list shows everyone in your practice with their role badge (for example ENTIRE PRACTICE or BASIC) and, in the Supervision column, who supervises whom.

Step 2 — Basic Information​

Enter the new member's first name, last name, and email address. The email is where their account-activation link will be sent, and it becomes their sign-in email.

Add Team Member step 1: name and email fields

Click Next.

Step 3 — Choose Roles​

Roles are additive — a person can hold several at once (for example, a clinician who is also the practice biller). Check every role that applies:

Add Team Member step 2: clinical and administrative role selection

Clinical roles

  • Clinician — for team members who treat clients. Selecting it reveals four access levels (choose one):
    • Clinician with Entire Practice Access — full access to all clients and features, including documentation, billing, and settings. This is the practice-owner level.
    • Standard Clinician — access to all clients, but cannot modify practice settings or invite new team members.
    • Clinician with Billing Access — access to their own clients only, with billing capabilities.
    • Basic Clinician — access to their own clients with basic privileges (no billing).
  • Supervisor — reviews and co-signs supervisee notes. This role can be combined with a clinician role, or held on its own by a supervisor who doesn't treat clients in the practice.

Administrative roles

  • Practice Manager — manage practice operations.
  • Practice Biller — billing administration only.
  • Practice Scheduler — scheduling administration only.

For a permission-by-permission comparison, see Roles & Permissions.

Under Supervision — if this clinician's notes must be reviewed and co-signed by a supervisor, check Under supervision at the bottom of the role step and pick their supervisor from the Select Supervisor dropdown. (The checkbox is available once a clinician role is selected; the dropdown lists team members who hold the Supervisor role.)

The Under Supervision section with the supervisor dropdown

Click Next.

Step 4 — Review and Send​

Confirm the name, email, roles, and supervision setup, then send the invitation.

Add Team Member step 3: review details before sending

The new member receives an invitation email with a link to activate their account and set their own password. Once they've signed in, they appear on the Team Members list immediately.

After the Invite​

  • Change roles later: Settings → Team → the ⋮ menu next to the member → Edit Role.
  • Remove a member: same menu → Remove. (You can't remove yourself.) Their documentation is preserved for record-keeping.

While an Invite Is Pending​

Until the new member activates their account, their row on Settings → Team shows an amber "Invite pending" badge, and the row menu offers Resend invitation — the go-to fix when the email went to spam or expired.

Removing a member asks you to type REMOVE to confirm — and you can't remove yourself.