> ## 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.

# Invite someone to your team

> Send a staff invitation through the five-step wizard, track it until they sign in, and clear an invite that stalled at payment.

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={['all']} plans="All plans, within your seat cap" roles="Owner, Manager" />

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.

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

<TaskHeader before="Their name and work email, and a free seat — or a card, if this seat is billable" time="5 minutes" after="A colleague who can sign in and see exactly the part of the workspace you meant them to" />

<Warning>
  **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](/platform/plans/seats) before you invite your first paid one.
</Warning>

## 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.

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

  <Step title="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](/platform/team/roles).
  </Step>

  <Step title="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.
  </Step>

  <Step title="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](/platform/team/permissions).
  </Step>

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

## 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](/platform/team/roles).

## Track it

The **Staff & Teams** screen has three lists, and knowing which one your person is in tells you what to do.

| List                      | Means                                                             | Your move                    |
| ------------------------- | ----------------------------------------------------------------- | ---------------------------- |
| **Staff Members**         | The account exists and they can sign in                           | Nothing                      |
| **Pending Invitations**   | Invitation sent, not yet accepted. Shows **Sent** and **Expires** | Wait, or cancel and resend   |
| **Pending Seat Payments** | The seat checkout was not completed                               | **Retry Payment**, or cancel |

**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.

## 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**.

## If something goes wrong

<AccordionGroup>
  <Accordion title="A user with this email already exists. They may already be a member of this clinic.">
    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.
  </Accordion>

  <Accordion title="Staff Limit Reached">
    "Your current plan includes up to 5 staff." You are at your cap. Either free a seat by removing someone, or [change your plan](/platform/plans/change-plan). On Pharmacy and Diagnostics the banner also offers a "+5 staff pack".
  </Accordion>

  <Accordion title="Your subscription payment is past due">
    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](/platform/plans/payment-methods).
  </Accordion>

  <Accordion title="The invitation never arrived">
    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.
  </Accordion>

  <Accordion title="They signed in but can see almost nothing">
    Their role decides which pages open at all, and their permissions decide what they may do there. Review both: [Roles](/platform/team/roles) and [Permissions](/platform/team/permissions). On a hospital, also check that the department they work in is switched on — see [Care areas](/platform/team/care-areas).
  </Accordion>

  <Accordion title="The seat checkout closed before I paid">
    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.
  </Accordion>
</AccordionGroup>

## Related

<Columns cols={2}>
  <Card title="Roles" icon="https://mintcdn.com/clinikehr/gjlpJWWKqjyYNRzM/images/icons/id-badge.svg?fit=max&auto=format&n=gjlpJWWKqjyYNRzM&q=85&s=2dc1805faf2b5a2b2b82afe565af5247" href="/platform/team/roles" width="24" height="24" data-path="images/icons/id-badge.svg">
    What each role can open, in each edition.
  </Card>

  <Card title="Permissions" icon="https://mintcdn.com/clinikehr/nLyvBRumcl1Yk8z3/images/icons/sliders.svg?fit=max&auto=format&n=nLyvBRumcl1Yk8z3&q=85&s=beb6145918f561fc91f4eaa0aa591390" href="/platform/team/permissions" width="24" height="24" data-path="images/icons/sliders.svg">
    Narrow what an individual may do, once they are in.
  </Card>

  <Card title="Staff seats" icon="https://mintcdn.com/clinikehr/nLyvBRumcl1Yk8z3/images/icons/users.svg?fit=max&auto=format&n=nLyvBRumcl1Yk8z3&q=85&s=76abeb65605706fcc027333369b8fcd8" href="/platform/plans/seats" width="24" height="24" data-path="images/icons/users.svg">
    Billed or included, and what happens at the cap.
  </Card>

  <Card title="Build your clinic team" icon="https://mintcdn.com/clinikehr/gjlpJWWKqjyYNRzM/images/icons/hospital-user.svg?fit=max&auto=format&n=gjlpJWWKqjyYNRzM&q=85&s=f1ac7389bcc32fb7a9b37a7675cf1a99" href="/clinic/get-started/invite-team" width="24" height="24" data-path="images/icons/hospital-user.svg">
    The same job, walked through for a new clinic.
  </Card>
</Columns>

<StillStuck topic="an invitation that will not go through" />