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This tab is where everyone who works in your pharmacy gets an account, a role, and a decision about what they are trusted to do — refund a sale, change a price, see what stock cost you.

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What this tab controls

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Seats are included, up to your plan’s cap

Nothing here is ever billed per seat. Every 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 instead is stop you. Once you are at the limit the tab shows “You’ve used all {n} seats on your plan.” with a View plans button, and the next invite is refused until you move up a plan. Every account counts towards the cap; there is no free role.
The clinical edition works the other way round — there, extra clinicians are charged per seat and a few administrative roles are free. If a colleague running a clinic tells you an invite will cost you money, that is their edition talking, not yours.

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Invite someone

1

Select Invite Staff

The Add team member sheet opens on 1 Profile.
2

Enter their details

First name, Last name and Email. The email is how they sign in — “They’ll use this email to sign in to ClinikEHR”.
3

Choose a role on 2 Specialty

Under Administrative roles pick one of the four pharmacy roles, then pick an access tier:The tiers are Own till (sees only the sales they rang up), Whole branch (every sale, customer and stock movement here) and All branches (the whole business, including pricing and takings).
4

Answer the supervisor question on 3 Supervisor

“Does {name} work under a Pharmacist-in-Charge?” A dispensing technician or cashier serves at the counter, but a registered pharmacist has to authorise the acts they are not licensed to complete alone — witnessing a controlled drug off the shelf, overriding a price, reversing a sale. Name that pharmacist here. You can also record a licence under Set Professional Credential.
5

Review the permissions on 4 Permissions

The switches arrive pre-set from the role you chose. A default Cashier / Till Operator gets exactly two: Dispense and sell at the till and Open the cash drawer. Refunds, price overrides and extra discount are deliberately left off — those are the supervisor’s authorisation.
6

Send it from 5 Review

Check the summary, then select Send invitation. They get an email with a temporary password and must reset it on first sign-in. You get “{name} has been added to your clinic”.

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The permissions you can grant

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

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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.” That is deliberate, so enforcement is something you opt into person by person rather than a wall that appears overnight. After that, on their next sign-in:
  • The till changes shape. An act they do not hold — refunding a sale, overriding a price, opening the drawer outside a sale — is not offered, and is refused if attempted anyway.
  • Money figures disappear rather than error. Without View cost prices and margin or View the net position, those figures simply are not shown — a dash, not a zero and not an error.
  • Stock actions narrow. Receiving, adjusting and transferring each need their own permission.
  • The access tier decides what they can see at all — a cashier on Own till sees their own sales and nobody else’s.
  • A refused act is recorded, so you can see who tried what and when.
Removing someone takes their access away immediately. It does not delete the sales they rang up.

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Check it worked

The new person appears in Staff Members with their specialty, and their invitation disappears from Pending Invitations once they accept. Ask them to sign in and try one thing you deliberately withheld — it should not be offered.

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Common issues

Only the owner can invite. If you are the owner and it still refuses, you are at your seat cap — the banner reads “You’ve used all {n} seats on your plan.” Select View plans, or see Seats.
They have never been saved on the permissions sheet, so nothing is being enforced for them. Open Actions → Permissions, set the switches, and select Save and start enforcing.
“Nobody on the team is registered as a pharmacist yet. Invite one first, then come back and name them here.” Invite the pharmacist, then edit this person.
Check Pending Invitations for the address and its Expires date. Cancel it and send again if the address was wrong; ask them to check spam if it was right.
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.
Open their permissions sheet and select Unrestrict…. They go back to unrestricted, exactly as before they were first saved.