Add a team member
The sheet is titled Add team member and runs through five stages — Profile, Specialty, Supervisor, Permissions, Review.1
Enter their details
Set up a profile takes First name, Last name and Email. Use their real work address — it is where the invitation goes and the address they will sign in with.
2
Choose their specialty and access level
Specialty is the profession — Doctor, Nurse, Psychologist, Receptionist, Medical Biller and dozens more, grouped by category. Search rather than scroll.Then choose the access level. Tick Clinician (“For team members who treat clients”) and pick one tier:
The administrative roles are separate: Clinic Manager, Clinic Biller and Clinic Scheduler, each with its own description on screen. Supervisor is for someone overseeing a pre-licensed clinician.
Supervisor, biller and scheduler roles carry a Free badge on plans where they neither fill a seat nor add to the bill. See Staff seats.
3
Add licence details and supervision
The next stage asks “Will {name} need supervision?” and collects License number, License type, Issuing state and Expiration date.Fill the licence in now if you can. It is what prints on the signature block of the clinical reports they sign — a report from a provider with no licence on file goes out with no credentials on it.
4
Set their permissions
Add permissions for {name} covers what this person may actually do: Unlock progress notes, Unlock diagnosis and treatment plans, Unlock other documents, Secure message with clients, the ePrescribe and eLabs add-ons, and Require MFA on login.If the panel is empty, no role was chosen on the previous stage.
5
Review the cost and send
Changes to your plan summarises what this person adds to your bill. Select Send invitation (the button reads Adding…).
What they receive
They get an email titled Welcome to {your clinic} — Set Your Password with a link to choose their own password. No password is ever sent by email, and the link expires after 72 hours. Until they use it, the invitation sits under Pending Invitations on the Staff tab, showing the email, specialty, when it was sent and when it expires.Check it worked
- A toast reads “{First name} has been added to your clinic”.
- They appear in Staff Members with their Specialty, and the seat counter under Invite Staff goes up.
- The Get Started checklist ticks Invite a team member.
If something goes wrong
'You've used all \{n\} seats on your plan'
'You've used all \{n\} seats on your plan'
Your plan’s seat cap is full. The banner offers View plans; on some plans the invite sheet shows Staff Limit Reached instead, with an upgrade button. See Change your plan and Staff seats.
'A user with this email already exists'
'A user with this email already exists'
That address already has a ClinikEHR account — possibly in another clinic, possibly already in yours. Check Staff Members first. If they belong to another clinic, they can hold both; contact support if the invitation still will not go through.
They never received the email
They never received the email
There is no resend action in the staff list. Cancel the pending invitation and send a fresh one, after checking the address is right and asking them to look in spam.
The link expired
The link expired
The password link lasts 72 hours. After that, cancel the pending invitation and invite them again.
They can sign in but cannot see the module they need
They can sign in but cannot see the module they need
Two different gates. What someone may open is their role’s navigation; what they may do on that page is their permissions. Start with Roles, then the permissions stage of their staff record.
Someone has left
Someone has left
Use Remove Staff from the row’s Actions menu. Their clinical records stay — they are part of the client’s chart and the audit trail — but their access ends immediately.