> ## 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 pharmacy, choose their role and access tier, and decide exactly what each of them may do at the till and in stock.

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

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.

<Path steps={['Sidebar', 'Settings', 'Pharmacy', '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       | The list of everyone in the pharmacy, 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 yet 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.** 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.

<Note>
  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.
</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**. The email is how they sign in — "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 pharmacy roles, then pick an **access tier**:

    | Role                        | What it is for                                                       |
    | --------------------------- | -------------------------------------------------------------------- |
    | **Pharmacy Manager**        | Runs the branch — customer records, pricing, reports, staff accounts |
    | **Cashier / Till Operator** | Serves at the till: rings up sales, takes payment, issues receipts   |
    | **Inventory & Purchasing**  | Owns stock: deliveries, counts, suppliers and purchase orders        |
    | **Dispensing Supervisor**   | Checks a technician's work, authorises refunds and voided sales      |

    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).
  </Step>

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

  <Step title="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.
  </Step>

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

## The permissions you can grant

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

| Group                | Acts                                                                                                                                                                  |
| -------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Till**             | Dispense and sell at the till · Override the selling price · Discount beyond the set limit · Refund or void a sale · Open the cash drawer · Cash up and close the day |
| **Stock**            | Receive deliveries into stock · Adjust stock counts · Transfer stock between branches · Manage suppliers and purchase orders                                          |
| **Controlled drugs** | Witness a controlled-drug dispense                                                                                                                                    |
| **Money**            | View cost prices and margin · View the net position                                                                                                                   |
| **Oversight**        | View per-cashier takings                                                                                                                                              |

## 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.

## 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.

## 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 — the banner reads "You've used all \{n} seats on your plan." Select **View plans**, or see [Seats](/platform/plans/seats).
  </Accordion>

  <Accordion title="A cashier can still refund a sale">
    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**.
  </Accordion>

  <Accordion title="I cannot name a Pharmacist-in-Charge — the picker is empty">
    "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.
  </Accordion>

  <Accordion title="They never got the invitation email">
    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.
  </Accordion>

  <Accordion title="Someone has locked themselves 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 go back to unrestricted, exactly as before they were first saved.
  </Accordion>
</AccordionGroup>

<StillStuck />