> ## 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 colleagues to your lab, choose their role and access tier, and decide who may enter results and who must authorise them.

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={['lims']} roles="Owner, manager or accountant" note="Only an owner can invite or remove staff" />

This tab is where everyone who works in your lab gets an account, a role and an answer to the question that matters most on a bench: may this person authorise a result, or does someone else have to?

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

<TaskHeader before="The person's first name, last name and a working email address" time="3 minutes per person" after="A colleague who can sign in, with only the permissions you granted" />

## What this tab controls

| Control                      | What it does                                                                                                                           | Who                           |
| ---------------------------- | -------------------------------------------------------------------------------------------------------------------------------------- | ----------------------------- |
| **Staff Members** card       | Everyone in the lab, with **Name**, **Email**, **Specialty** and **Last active**.                                                      | Everyone with settings access |
| **Invite Staff** button      | Opens the five-step **Add team member** wizard.                                                                                        | Owner only                    |
| Seat counter                 | Reads "\{n} of \{n} seats used", or "\{n} staff · unlimited seats".                                                                    | Owner only                    |
| **Actions** menu on a row    | **Change Specialty**, **Permissions**, **Require MFA on sign-in**, **Reset two-factor**, **Grant emergency access**, **Remove Staff**. | Owner only                    |
| **Pending Invitations** card | Invitations sent but not accepted, with **Sent** and **Expires**, and a cancel button.                                                 | Everyone with settings access |

## Seats are included, up to your plan's cap

**Nothing here is ever billed per seat.** Your plan includes a number of staff accounts, and inside that number an extra colleague costs nothing — the invite wizard's review step says **Included in your plan** rather than a price.

What the cap does is stop you. At the limit the tab reads "You've used all \{n} seats on your plan." with a **View plans** button, and the next invite is refused until you move up. Every account counts; there is no free role.

<Note>
  The clinical edition works the opposite way — there, clinicians are charged per seat and some administrative roles are free. If a colleague running a clinic warns you that inviting a technician will cost money, that is their edition, not yours.
</Note>

## Invite someone

<Steps>
  <Step title="Select Invite Staff">
    The **Add team member** sheet opens on **1 Profile**.
  </Step>

  <Step title="Enter their details">
    **First name**, **Last name** and **Email** — "They'll use this email to sign in to ClinikEHR".
  </Step>

  <Step title="Choose a role on 2 Specialty">
    Under **Administrative roles**, pick one of the four laboratory roles, then an **access tier**:

    | Role                   | What it is for                                                                                     |
    | ---------------------- | -------------------------------------------------------------------------------------------------- |
    | **Lab Manager**        | Runs the lab — patient records, report release, test pricing, staff accounts                       |
    | **Accessioning Clerk** | Front of house: registers patients, books collection slots, accessions samples, raises the invoice |
    | **Referrer Liaison**   | Looks after referring clinics — releases reports to them, handles accounts and statements          |
    | **QC Officer**         | Quality oversight: QC runs, verified results, turnaround times. Read-only on patient records       |

    The tiers are **Own bench** (only the samples on the bench they work), **Whole lab** (every sample, result and patient at this site) and **All sites** (every collection site and bench, plus pricing, referrer accounts and lab-wide reports).
  </Step>

  <Step title="Answer the supervision question on 3 Supervisor">
    "Do \{name}'s results need verifying before release?" A technician may run the sample and enter the reading, but a qualified verifier has to authorise the result before it can be reported — and is the only one who may amend it afterwards. Name that verifier here. You can also record a licence under **Set Professional Credential**.
  </Step>

  <Step title="Review the permissions on 4 Permissions">
    The switches arrive pre-set from the role. An **Accessioning Clerk**, for instance, gets accession and reject and nothing else — no result entry and no verification.
  </Step>

  <Step title="Send it from 5 Review">
    Check the summary, then **Send invitation**. They get an email with a temporary password and must reset it on first sign-in.
  </Step>
</Steps>

## The permissions you can grant

Open **Actions → Permissions** on any row to change these later.

| Group         | Acts                                                                                 |
| ------------- | ------------------------------------------------------------------------------------ |
| **Specimens** | Accession an incoming specimen · Reject an unsuitable specimen                       |
| **Results**   | Enter results at the bench · Verify and authorise results · Amend a verified result  |
| **Quality**   | Review QC runs · Configure analysers and interfaces · View turnaround-time analytics |
| **Referrers** | Access the referrer portal · Release a report to a referrer                          |

The three under **Results** are the ones to think hardest about. **Enter results at the bench** records a reading; **Verify and authorise results** is the clinical authority step that makes it reportable; **Amend a verified result** issues a corrected report after the fact. Keeping entry and verification in different pairs of hands is the point of the supervision question in step 3.

## What changes once you save

**Saving the permissions sheet is what starts enforcing it.** Until someone has been saved there they are *unrestricted* — no permission check applies to them at all. The sheet says so: **Saving starts enforcing**, "…from then on \{name} can only do what is switched on here." Enforcement is opt-in, person by person.

After that, on their next sign-in:

* **The bench changes shape.** Without **Verify and authorise results**, a technician can enter a reading but the authorise action is not offered — the result waits for someone who holds it.
* **A verified result can only be corrected by a holder of Amend a verified result.** Everyone else sees it as final.
* **Accession and reject are separate grants**, so a clerk can book a sample in without being able to reject one.
* **Analyser configuration and the referrer portal each need their own permission**, and a report reaches a referring clinic only through **Release a report to a referrer**.
* **The access tier decides what they can see at all** — someone on **Own bench** sees their own bench's work and nothing else.
* **A refused act is recorded**, so you can see who tried what.

Removing someone takes their access away immediately. It does not unpick results they verified.

## Check it worked

The new person appears in **Staff Members**, and their invitation clears from **Pending Invitations** once accepted. Ask a technician to open a result they entered: they should be able to save the reading and should not be offered the authorise action.

## Common issues

<AccordionGroup>
  <Accordion title="Invite Staff is missing or the invite is refused">
    Only the owner can invite. If you are the owner and it still refuses, you are at your seat cap — select **View plans**, or see [Seats](/platform/plans/seats).
  </Accordion>

  <Accordion title="A technician can authorise their own results">
    They have never been saved on the permissions sheet, so nothing is enforced for them. Open **Actions → Permissions** and select **Save and start enforcing**.
  </Accordion>

  <Accordion title="The verifier picker is empty">
    "Nobody on the team is qualified to verify results yet. Invite a lab scientist or pathologist first, then come back and name them here."
  </Accordion>

  <Accordion title="They never got the invitation email">
    Check **Pending Invitations** for the address and its **Expires** date. Cancel and resend if the address was wrong; ask them to check spam if it was right.
  </Accordion>

  <Accordion title="Someone is locked out of two-factor">
    Use **Actions → Reset two-factor**, or **Grant emergency access** for a time-boxed window. Both need your own two-factor on, and both are recorded. See [Two-factor authentication](/platform/security/mfa).
  </Accordion>

  <Accordion title="I want to stop enforcing permissions for one person">
    Open their permissions sheet and select **Unrestrict…**. They return to unrestricted, exactly as before they were first saved.
  </Accordion>
</AccordionGroup>

<StillStuck />