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This is step 5 of 5, the last one, and the one to do only after the first four. A hospital is staffed by unit, so the departments, wards and theatres a person will work in should already exist when they arrive.

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Invite a team member

On the Staff Members card, select Invite Staff. The sheet that opens is titled Add team member and runs in five steps:
1

Profile

First name, Last name and the email the invitation goes to. Use a work address — it becomes their sign-in.
2

Specialty

“Choose roles for {their name}.” On a hospital this is what puts a consultant in the right unit’s pickers. Administrative roles are grouped separately.
3

Supervisor

Who they report to — what makes countersigning meaningful, because a junior’s work then has a named senior behind it.
4

Permissions

The toggles that go with the role. The hospital-specific acts are not set here — see below.
5

Review

Changes to your plan shows what this person costs before you commit. Select Send invitation.
They receive an email with login instructions and a temporary password, and must reset it on first sign-in. Work unit by unit rather than role by role. That is how you notice the ward has no night nurse before your first live day.

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Seats cost money

Staff seats on the Clinic & Hospital edition are billed. The Staff Members card shows where you stand — “{n} of {limit} seats used”, with the per-seat monthly fee beside it — and every billable seat is charged from the first one. Enterprise is uncapped but still charged per seat, so a hospital that invites its whole payroll on day one will see it on the next invoice.
Step 5 spells this out under Recurring cost — “Added to your monthly billing cycle” — and warns that “A prorated charge will be applied immediately for the remaining time in your current billing period.” Three roles carry a Free badge in step 2 and count towards nothing: supervisor, biller and scheduler. Use them — a ward clerk who only schedules does not need a clinical seat. Full detail: Staff seats.

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Scope what each role sees

Getting the role right is half the job. The other half is making sure a lab scientist never opens the ward round. Two cards work together. Role-based navigation — “Show each staff member only the parts of the hospital their role works in” — holds the master switch, Scope navigation by role. Below it, the Role navigation editor takes a role on the left and its modules on the right, grouped exactly as your sidebar is, then Save or Reset to default. Three things to know before you use it:
  • The first ticked module is where that role lands — “Lands on {module} after sign-in.” A pharmacist should land in the pharmacy.
  • Owners, managers and clinicians are never restricted. That is why an owner’s sidebar is the reference when someone else’s looks wrong.
  • This is navigation, not security: “it is not a security control. What each person may read and write is still decided by their permissions.” Settings and the audit log stay reachable for every role.
Changes reach signed-in staff within five minutes. Set this before your first live day.

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Grant the acts a hospital keeps separate

Role Navigation governs pages. Permissions govern acts on a page someone can already open — and these are set after the invite, not during it. On the Staff Members list, open the person’s row menu and choose Permissions: “What {they} may do on the pages their role already opens.” For a hospital it has three sections: The pattern to notice: doing and signing are always separate, and so are giving a drug and changing the order for it. Full detail: Permissions.
Saving this sheet starts enforcing. Until you save it, a staff member is unrestricted and no permission checks apply to them. From the first save, they can only do what is switched on — so read the whole sheet before saving, not just the act you came to change.
The Theatre section only appears while the Surgical theatre care area is on. If it is missing, that is why.

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Check it worked

  • Each new person is on the Staff Members list with the role you gave them, and can sign in.
  • Your seat count matches the number of billable people you meant to add.
  • Ask one person from each unit to describe their sidebar: their own unit’s modules, opening on the page they actually start the day with.
  • A permission you switched off is genuinely refused when that person tries the act.

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If something goes wrong

Ask them to check spam, then re-send from the staff list. See Invite staff.
You will see “You’ve used all {n} seats on your plan.” Either move someone non-clinical onto a free role, or select View plans.
Correct — they are not. Step 4 only sets the role’s own toggles. Open the person’s row menu on the staff list and choose Permissions.
Their role’s first ticked module in Role navigation is where they land. Reorder it.
The master switch, Scope navigation by role, is off — the editor warns you when it is. Configure the roles first, then turn it on.
Owners, managers and clinicians bypass role navigation and will never see the restriction. Check the role’s ticked modules directly.

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Where to go next

That is the setup sequence finished. Before you announce the switch, walk one patient end to end — register, triage, consult, order a test, dispense, bill. Every hand-off that breaks is a care area, a department or a permission, and all three are cheap to fix on a quiet afternoon.

Roles

What each role is for, and role-based navigation in full.

Permissions

Every grantable act, and how denials are recorded.

The front desk

Where your hospital starts its day.

Hospital setup overview

The whole sequence, end to end.