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Adding a colleague is one sheet with five steps. By the end they have an account, a role, a set of permissions and an email telling them how to sign in.
On Clinic & Hospital, inviting a clinician charges money. The Review step says so: “A prorated charge will be applied immediately for the remaining time in your current billing period.” Supervisor, biller and scheduler seats are free and are badged Free on the same step. Pharmacy and Diagnostics never charge per seat — they refuse the invite once the plan’s cap is full. Read Staff seats before you invite your first paid one.

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Send the invitation

Select Invite Staff on the Staff Members card. The sheet is titled Add team member and steps through Profile, Specialty, Supervisor, Permissions and Review. Cancel or Back is on the left, Continue on the right, and the send action is on the last step only.
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1 — Profile

“Enter the basic details for the new team member.” Fill in First name, Last name and Email.Use their real work address: “They’ll use this email to sign in to ClinikEHR”, and the invitation goes nowhere else.
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2 — Specialty

“Select the specialty and access level for this team member.”Choose a Specialty from the picker, then pick from Clinical roles and Administrative roles. The Clinician checkbox — “For team members who treat clients” — is the one that decides whether this is a billable seat on Clinic & Hospital. Roles that cost nothing carry a Free badge.Which roles exist depends on your edition. See Roles.
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3 — Supervisor

Who countersigns the work this person is not licensed to complete alone.The question is asked in your edition’s language — “Will this person need supervision?” in a clinic, “Does this person work under a Pharmacist-in-Charge?” in a pharmacy, “Do their results need verifying before release?” in a lab. Name the supervisor from the picker.You can also record credentials here — License number, License type, Issuing state and Expiration date, with Add a license or degree for more than one. It is optional at this point and can be added later, but a licence recorded now is what prints on their signed reports.
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4 — Permissions

The switches on this step reflect the roles you chose, grouped under headings such as Client care, Add-ons and Security. Typical ones are Unlock progress notes, Secure message with clients, ePrescribe and Require MFA on login.If the step is empty it will tell you why: “Select a clinical or administrative role in the previous step to configure permissions.” Go back to step 2.This is the starting position, not the final word — you can refine it any time from the staff row afterwards. See Permissions.
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5 — Review, then Send invitation

Changes to your plan lists what this person adds: New team member, their administrative role, any add-ons, and the Recurring cost line “Added to your monthly billing cycle”.It also tells you what happens next: “An account will be created with a temporary password. They will receive an email with login instructions and must reset their password on first sign-in.”Select Send invitation. The button shows Adding…, then a toast confirms they have been added to your clinic.

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What they do next

They get an email, follow the link, and set their own password on first sign-in. If they type the password they have just chosen a second time, ClinikEHR treats that as confirmation rather than an error and tells them “You’re all set” — “Your password is confirmed.” — and lets them through. Nobody gets stuck in a loop for choosing the same password twice. Where they land depends on their role. A cashier lands on the till; a phlebotomist lands on intake; a manager lands on the dashboard. That is by design, and on hospitals it can be tuned further — see Role Navigation in Roles.

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Track it

The Staff & Teams screen has three lists, and knowing which one your person is in tells you what to do. Pending Seat Payments explains itself: “Staff invites awaiting seat payment via Stripe Checkout. Use Retry to generate a new payment link or Cancel to discard.” It appears on Clinic & Hospital only.

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Check it worked

  • They appear under Staff Members with their Name, Email and Specialty, and Last active reading Never until they sign in.
  • The seat counter above the table has gone up — for example “3 of 5 seats used”.
  • They can sign in and reach the part of the workspace you intended.
  • Nothing of theirs is sitting under Pending Seat Payments.

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If something goes wrong

That address already has a ClinikEHR account. If they work with you elsewhere, they sign in with their existing password and switch workspace — no second account is needed. Check Staff Members first; they may already be there.
“Your current plan includes up to 5 staff.” You are at your cap. Either free a seat by removing someone, or change your plan. On Pharmacy and Diagnostics the banner also offers a “+5 staff pack”.
A lapsed subscription drops the workspace to the Free seat allowance, so the invite is refused until billing is fixed. Select Fix Payment — see Payment methods.
Ask them to check spam, then confirm the address on the Pending Invitations row is spelled correctly. If it is wrong, cancel that row and send a fresh invitation — an address cannot be edited on an invite in flight.
Their role decides which pages open at all, and their permissions decide what they may do there. Review both: Roles and Permissions. On a hospital, also check that the department they work in is switched on — see Care areas.
The invite is waiting under Pending Seat Payments. Select Retry Payment for a fresh link, or cancel the row — nothing was charged and no account was created.

Roles

What each role can open, in each edition.

Permissions

Narrow what an individual may do, once they are in.

Staff seats

Billed or included, and what happens at the cap.

Build your clinic team

The same job, walked through for a new clinic.