> ## 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 colleagues through the five-step wizard, set what each of them may do, and understand what a seat costs before you send the invitation.

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={['clinic']} plans="Solo and Team" roles="Owner, manager or accountant" note="Inviting, editing and removing staff is owner-only" />

This is where your team lives: who is in the practice, who has been invited and not yet joined, and what each of them is allowed to do. It is also where a seat starts being charged, so read the pricing line before you send an invitation.

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

<TaskHeader before="The colleague's name and the email address they will sign in with" time="5 minutes per person" after="A colleague who can sign in and do their job, and nothing beyond it" />

## What this tab controls

| Control                        | What it does                                                                                                                                                                                                                                                    | Who sees it                    |
| ------------------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------ |
| **Staff Members**              | Everyone currently in the practice: **Name** (the practice owner carries an **Owner** badge), **Email**, **Specialty** and **Last active**.                                                                                                                     | Everyone who can open Settings |
| **Invite Staff**               | Opens the five-step invite wizard.                                                                                                                                                                                                                              | Owner only                     |
| Seat counter, under the button | Reads "3 of 5 seats used" plus the per-seat price, or "3 staff · unlimited seats" on an uncapped plan.                                                                                                                                                          | Owner only                     |
| Row **Actions** menu           | **Change Specialty** · **Permissions** (where your practice has permission-governed modules) · **Require MFA on sign-in** · **Remove MFA requirement** · **Reset two-factor** · **Grant emergency access** · **Remove Staff**. The owner's own row has no menu. | Owner only                     |
| **Pending Invitations**        | Invitations sent and not yet accepted, with **Sent** and **Expires** dates and a cancel button.                                                                                                                                                                 | Everyone; cancel is owner only |
| **Pending Seat Payments**      | "Staff invites awaiting seat payment via Stripe Checkout. Use Retry to generate a new payment link or Cancel to discard." Appears only when there is one.                                                                                                       | Owner only                     |

A security alerts card sits above the lists and flags anything unusual about sign-ins.

<Warning>
  **Seats are billed on this edition.** Your plan sets a *maximum* number of seats, not an allowance included in the price — every billable seat is charged monthly from the first one, at the rate shown next to the seat counter. **Starter** allows at most 2 seats and **Essential** at most 5; **Team** and **Enterprise** are uncapped but still charged per seat. Three roles are free and count towards nothing: **supervisor**, **biller** and **scheduler**. The wizard's final step shows the exact monthly change before you send.
</Warning>

## Invite someone

<Steps>
  <Step title="Select Invite Staff">
    The wizard opens on **1 Profile** and walks through **2 Specialty**, **3 Supervisor**, **4 Permissions**, **5 Review**. The numbered strip along the top shows where you are.
  </Step>

  <Step title="Profile">
    **First name**, **Last name** and **Email** — "They'll use this email to sign in to ClinikEHR." Use their real working address; this is what the invitation goes to.
  </Step>

  <Step title="Specialty">
    Choose the clinical specialty, the administrative role, or both. This decides which pages they land on and pre-ticks a sensible set of permissions at step 4.
  </Step>

  <Step title="Supervisor">
    For a clinician, name who supervises them and record their licence — number, type, issuing state and expiry. Skip it for an administrative-only role.
  </Step>

  <Step title="Permissions">
    Switches grouped **Client care**, **Billing** and **Operations** — "Create client profiles", "Edit clients' billing info", "Refund payments", "View financial dashboard", "Add team members" and so on, plus a **Security** row for **Require MFA on login**. Turn off anything the role's defaults gave them that you do not want.
  </Step>

  <Step title="Review, then send">
    The final step is headed **Changes to your plan** and prices the seat: a monthly figure, or a green **Free** badge for a supervisor, biller or scheduler. Send from here.
  </Step>
</Steps>

## Change what an existing colleague may do

Open their row's **Actions** menu. **Change Specialty** swaps their role; **Permissions**, where your practice has permission-governed modules, opens a per-person sheet.

Enforcement in that sheet is **opt-in per person**: it warns **Saving starts enforcing** — someone never saved there is unrestricted, and no permission checks apply to them at all. Capabilities added later arrive switched **off** and badged **New**, and stay denied until you save that person again. Full detail: [Permissions](/platform/team/permissions).

## What changes once you save

* **The invitee gets an email** and sets their own password the first time they sign in. Until they do, they sit in **Pending Invitations** with an expiry date.
* **A seat charge appears on your next invoice** for any role that is not a supervisor, biller or scheduler. Where the seat must be paid up front, the invite waits in **Pending Seat Payments** until Checkout completes — **Retry** issues a fresh payment link.
* **Their sidebar and available actions narrow** to what you granted, from their next sign-in.
* **Denied actions are recorded** in the audit log; allowed ones are not.
* **Hiding a module from someone is a convenience, not a security boundary.** Every action is checked when it is performed, so a hidden page they open directly still refuses the action.
* **Removing someone strips supervision.** If clinicians name them as supervisor, the removal dialog says how many before you confirm.

## Check it worked

The new person appears under **Pending Invitations** immediately, and moves to **Staff Members** once they accept — the lists refresh themselves, so you do not need to reload. **Last active** fills in after their first sign-in. Ask them to open one page you granted and one you did not: the second should refuse.

## Common issues

<AccordionGroup>
  <Accordion title="There is no Invite Staff button and the rows have no Actions menu">
    You are a manager or accountant. The staff list is read-only for both roles; only the practice owner can invite, edit or remove.
  </Accordion>

  <Accordion title="&#x22;You have used all the seats on your plan&#x22;">
    You are at your plan's maximum. The banner names the next tier and offers **View plans**. See [Seats](/platform/plans/seats) and [Change your plan](/platform/plans/change-plan).
  </Accordion>

  <Accordion title="&#x22;A user with this email already exists. They may already be a member of this clinic.&#x22;">
    That address is already in use. Check **Staff Members** and **Pending Invitations** for it before inviting again.
  </Accordion>

  <Accordion title="The invitation was never received">
    Check the spelling in **Pending Invitations**, then ask them to look in spam. Cancel and re-send if the address is wrong — an invitation also expires on the date shown. See [Invite staff](/platform/team/invite-staff).
  </Accordion>

  <Accordion title="Someone can do more than I expected">
    They were probably never saved in the permissions sheet, so no checks apply to them. Open their sheet, set the switches, and save — that first save is what starts enforcing.
  </Accordion>

  <Accordion title="An invite is stuck in Pending Seat Payments">
    Checkout was abandoned. Select **Retry** for a new payment link, or **Cancel** to discard the invite and free the seat.
  </Accordion>
</AccordionGroup>

<StillStuck />