> ## Documentation Index
> Fetch the complete documentation index at: https://help.clinikehr.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Staff and teams

> Invite people to your hospital, track invitations and seat payments, and set what each person may do once they are in.

export const StillStuck = ({topic}) => <div className="ck-callout ck-callout--note" role="note">
    <p className="ck-callout__body">
      <strong>Still stuck{topic ? ` with ${topic}` : ''}?</strong>{' '}
      Check <a href="/platform/help/troubleshooting">Troubleshooting</a> first —
      it covers the failures we see most often. If that does not resolve it,{' '}
      <a href="/platform/help/contact-support">contact support</a> and include
      your workspace name and the time the problem happened, so we can find the
      matching entry in your audit log.
    </p>
  </div>;

export const TaskHeader = ({before, time, after}) => <div className="ck-task">
    {before ? <div className="ck-task__cell">
        <div className="ck-task__title">Before you start</div>
        <p className="ck-task__body">{before}</p>
      </div> : null}

    {time ? <div className="ck-task__cell">
        <div className="ck-task__title">Takes about</div>
        <p className="ck-task__body">{time}</p>
      </div> : null}

    {after ? <div className="ck-task__cell">
        <div className="ck-task__title">When you're done</div>
        <p className="ck-task__body">{after}</p>
      </div> : null}
  </div>;

export const Path = ({steps = []}) => <span className="ck-path">
    {steps.map((s, i) => <span key={i} className="ck-path__step">
        {i > 0 ? <span className="ck-path__sep" aria-hidden="true">
            ›
          </span> : null}
        {s}
      </span>)}
  </span>;

export const Availability = ({editions = ['all'], plans, roles, note}) => {
  const list = editions.includes('all') ? ['clinic', 'pharmacy', 'lims'] : editions;
  return <div className="ck-avail" role="note" aria-label="Feature availability">
      <span className="ck-avail__label">Available in</span>

      {list.map(e => <span key={e} className={`ck-pill ck-pill--${e}`}>
          {EDITION_LABELS[e] || e}
        </span>)}

      {plans ? <span className="ck-avail__label">Plan</span> : null}
      {plans ? <span className="ck-pill ck-pill--plan">{plans}</span> : null}

      {roles ? <span className="ck-avail__label">Who</span> : null}
      {roles ? <span className="ck-pill ck-pill--role">{roles}</span> : null}

      {note ? <span className="ck-avail__note">{note}</span> : null}
    </div>;
};

<Availability editions={['clinic']} plans="Enterprise" roles="Owner, manager or accountant" note="Owner to invite, change roles or remove" />

**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.

<Path steps={['Sidebar', 'Settings', 'Team', 'Staff & Teams']} />

<TaskHeader before="Owner access and the person's work email address" time="5 minutes per person" after="An invited colleague with a role, a supervisor if they need one, and permissions you chose" />

## What this tab controls

| Card                      | What it holds                                                                                                                                                                   |
| ------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Staff Members**         | Everyone currently in the hospital, with their role, plus **Permissions** and an actions menu on each row. The **Invite Staff** button sits here, with your seat count under it |
| **Pending Invitations**   | Email, specialty, when it was sent and when it expires                                                                                                                          |
| **Pending Seat Payments** | "Staff invites awaiting seat payment via Stripe Checkout. Use Retry to generate a new payment link or Cancel to discard." Only appears when there is one                        |

Selecting **Invite Staff** opens a sheet titled **Add team member** — a five-step wizard: **1 Profile → 2 Specialty → 3 Supervisor → 4 Permissions → 5 Review**.

<Warning>
  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.
</Warning>

## Set it up

<Steps>
  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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](/hospital/settings/role-navigation).
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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."
  </Step>
</Steps>

## The hospital permissions, and where they live

The **Permissions** sheet groups them by section. On a hospital you can grant:

| Section                              | What can be granted                                                                                                                                         |
| ------------------------------------ | ----------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Consultation**                     | Sign and lock a consultation · Countersign a colleague's note · Admit a patient to a ward                                                                   |
| **Ward** (needs In-patient care)     | Record observations · Give a medication · Change or stop a medication · Discharge a patient · Amend the problem list                                        |
| **Theatre** (needs Surgical theatre) | Book and reschedule cases · Advance a case · Cancel a case · Record the operation note · Sign the operation note · Manage theatres and the safety checklist |

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".

## 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.

| What you changed                                   | What you'll notice                                                                                                                           |
| -------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------- |
| Sent an invitation                                 | They appear under **Pending Invitations** with a sent and an expiry date, and get an email. They are not counted as staff until they accept. |
| Saved the **Permissions** sheet for the first time | That person becomes governed. Anything not switched on is refused from that moment.                                                          |
| Never saved it for someone                         | They stay unrestricted. That is the default, not an oversight.                                                                               |
| A new capability shipped                           | It appears marked **New** — "added after they were last saved and are off until you save again" — and stays denied until you save.           |
| Someone hit a permission they lack                 | The denial is recorded in your audit log. Allowed actions are not logged this way — only refusals.                                           |
| Stopped enforcing                                  | The sheet can return someone to unrestricted, "exactly as before they were first saved here". You can start again at any time by saving it.  |

Owners and managers are never narrowed by any of this.

## 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.

## Common issues

<AccordionGroup>
  <Accordion title="There is no Invite Staff button">
    Inviting is owner-only. A manager or accountant can open the tab and read the lists.
  </Accordion>

  <Accordion title="I am told I have used all the seats on my plan">
    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.
  </Accordion>

  <Accordion title="Someone is stuck under Pending Seat Payments">
    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.
  </Accordion>

  <Accordion title="I set permissions in the wizard but they can still do everything">
    The hospital permissions are not in the wizard. Open the **Permissions** sheet from their row and save it — that save is what starts enforcing.
  </Accordion>

  <Accordion title="A permission I need is not in their sheet">
    Ward permissions need the **In-patient care** area and theatre permissions need **Surgical theatre**. Turn the area on in [Facility](/hospital/settings/facility) and the section appears.
  </Accordion>

  <Accordion title="Someone lost an ability they had yesterday">
    Look for a **New** badge in their sheet. A newly shipped capability stays off for anyone already governed until you save again.
  </Accordion>
</AccordionGroup>

For what each role is and can reach, see [Roles](/platform/team/roles) and [Permissions](/platform/team/permissions).

<StillStuck topic="staff settings" />