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Staff & Teams is where people are added to the hospital and where what each of them may do is decided. The permissions that matter most for a hospital are set after the invitation, not during it.

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What this tab controls

Selecting Invite Staff opens a sheet titled Add team member — a five-step wizard: 1 Profile → 2 Specialty → 3 Supervisor → 4 Permissions → 5 Review.
Seats are billed on this plan. Enterprise is uncapped, but every seat is still charged — the line under the button reads, for example, “12 staff · unlimited seats · $X/mo per seat”. Inviting someone adds a recurring charge. Supervisor, biller and scheduler assignments are free; it is the staff account itself that costs.

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Set it up

1

Check the seat line before you start

Under Invite Staff you get either “N of M seats used” or “N staff · unlimited seats”, with the per-seat price where one applies. At a cap you are told before you open the sheet.
2

Open Add team member

Select Invite Staff. Step 1 Profile takes their name and work email. Anything you do not know can be added later.
3

Choose their role and specialty

Step 2 Specialty sets what kind of clinician or administrator they are, which decides the pages their role opens — see Role navigation.
4

Set a supervisor where one is needed

Step 3 Supervisor names who countersigns the acts this person is not licensed to complete alone. You can change it later.
5

Set the broad permissions, then send

Step 4 Permissions covers the general access tiers, and step 5 Review sends the invitation. The row moves to Pending Invitations until they accept.
6

Set the hospital permissions from the staff row

These are not in the wizard. Once the person exists, select Permissions on their row in Staff Members. The sheet is titled “Permissions for {their name}” and describes itself as “What they may do on the pages their role already opens.”

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Set a Clinical Specialty

The Specialty step in the invite wizard is really the person’s role — it decides which pages they can open. Clinical Specialty is a separate thing entirely: what they practice (Family Medicine, Dermatology, and so on), which never changes what they can do. Select Set Clinical Specialty from a colleague’s row in Staff Members to choose one Primary specialty and any number of Additional specialties, from a standard clinical list or one your hospital has added. The primary specialty appears on that person’s signature line on notes and reports, and can be used to filter the provider list when booking an appointment.

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The hospital permissions, and where they live

The Permissions sheet groups them by section. On a hospital you can grant:
Prescribe medications governs who may start an e-prescription and send it to a pharmacy. It works alongside the ePrescribe seat, and both are required: the seat is what your clinic pays for, this permission is who you have decided may use it.It is not a check of anyone’s licence to prescribe. ClinikEHR cannot know which of your clinicians hold prescribing rights in your jurisdiction, so this is your decision to record, not ours to infer. Grant it deliberately.Staff who are not governed at all are unaffected, as with every permission here.
Collect payments covers taking a patient’s payment from Payments, from an invoice’s Record Payment, from Collect payment on a pharmacy or lab row and when charging a card on file. Owners and managers can always do it, and so can anyone you have not saved in the permissions sheet. When you save someone it arrives on for a receptionist, cashier, biller, accountant, pharmacist, pharmacy technician, records officer or storekeeper, and off for doctors, nurses and other clinical roles until you switch it on. Anyone without it sees those controls greyed out with “Your role can’t take payments at this clinic. Ask an owner or manager.”
Record triage started switched ON for everyone already governed when it shipped, since recording triage was never restricted before that. Set triage acuity is new and starts OFF, badged New, like any other capability added after this person was last saved.
Each carries a line explaining exactly what it allows — “Record a dose as given, held or refused on the drug chart”, “End the stay and free the bed — this cannot be undone”.

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What changes once you save

Enforcement is opt-in, one person at a time. The alert at the top of the sheet says so before you ever save it: “Saving starts enforcing” — “they are currently unrestricted — no permission checks apply to them. Saving this sheet turns enforcement on: from then on they can only do what is switched on here.” The switches start from their role’s defaults, so saving is not starting from nothing. Owners and managers are never narrowed by any of this.

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Choose who countersigns a team member’s notes

A supervised clinician’s signed notes wait for a supervisor’s countersignature. Owners and managers set that from the staff list.
  1. Open the Actions menu on the person’s row and choose Supervisors.
  2. Pick a Supervisor, and optionally a Second supervisor. Only team members whose role can supervise are offered, and never the person themselves.
  3. Choose Save. The team member and the supervisors who gained or lost them are told.
What happens next: A supervisor also needs the Countersign a colleague’s note permission if you have restricted what that person may do. If a supervisor is removed from the team, an owner sees Choose a new supervisor above the staff list until each person they supervised has someone new, and those people’s notes skip the countersignature step in the meantime. Removing a supervisor yourself first asks you to reassign or clear each person they supervised; notes waiting for them move to the new supervisor.

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Check it worked

The person appears under Pending Invitations immediately and moves to Staff Members once they accept. Reopen their Permissions sheet and confirm the switches held. Then ask them to try one thing you deliberately switched off — it should be refused, and that refusal should appear in your audit log.

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Common issues

Check the person’s row under Staff Members. If their Last active reads Never, the row offers Resend email. Press it and you are told plainly whether the email was handed over: if it was not delivered, the row says Email not delivered — resend and the message explains what to try. For someone who has never signed in, a resend carries a new set-password link, and any earlier link stops working — you are told so. Someone who has already signed in gets a short reminder instead and nothing changes about their sign-in. Hospital mail systems often quarantine mail from a sender they have not seen before, so ask your IT team to allow mail from [email protected] and look in their quarantine. The person can also open the sign-in page and choose Forgot password with the same address.
Inviting is owner-only. A manager or accountant can open the tab and read the lists.
The warning appears above the table before you open the sheet, and the next invitation is refused. Change your plan, or remove someone who has left.
Their seat payment was never completed. Use Retry on the row for a new payment link, or Cancel to discard. Expired ones drop off the list on their own.
The hospital permissions are not in the wizard. Open the Permissions sheet from their row and save it — that save is what starts enforcing.
Ward permissions need the In-patient care area and theatre permissions need Surgical theatre. Turn the area on in Facility and the section appears.
Look for a New badge in their sheet. A newly shipped capability stays off for anyone already governed until you save again.
For what each role is and can reach, see Roles and Permissions.