Staff accounts

Only Clinic Admins manage staff accounts, from Users in the sidebar.

Adding a staff member

1. Go to Users → Add User ("Create a staff account. A welcome email with a temporary password link will be sent.").
2. Basic info: First name, Last name, Email (they sign in with it).
3. Contact: Mobile number and WhatsApp number.
4. Role & access: choose Clinic Admin, Doctor or Receptionist. See Roles and permissions.
5. Click Continue through the steps and create. "User created. A welcome email has been sent."

For a dentist, also create their doctor profile in Doctors (or create the user from the doctor form in one go). See Doctors and schedules.

User statuses

The user's page also shows their Last login.

Editing a user

Open the user and click Edit to change their name, phone numbers or role.

When someone forgets their password

They can use Forgot password? on the login page themselves. If their email address is wrong on the account, correct it here first.

When someone leaves

Open the user and click Deactivate: "This user will no longer be able to sign in. A clinic's last active Clinic Admin cannot be deactivated."

• Do it on their last day. Shared passwords stop working the moment you deactivate.
• Their past work (visits, bills, notes) stays on record under their name.
• For a doctor, also Retire or Mark On Leave their doctor profile.

Reactivate lets them sign in again if they come back.

Good practice

• One account per person. Never share logins: the audit log is only useful if every action has the right name on it.
• Give the least access needed. Most front-desk staff should be Receptionists, not Clinic Admins.
• Review Users every few months and deactivate anyone who no longer works with you.