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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.

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What this tab controls

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

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Invite someone

1

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.
2

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.
3

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.
4

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.
5

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.
6

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.

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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.

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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.

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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.

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Common issues

You are a manager or accountant. The staff list is read-only for both roles; only the practice owner can invite, edit or remove.
You are at your plan’s maximum. The banner names the next tier and offers View plans. See Seats and Change your plan.
That address is already in use. Check Staff Members and Pending Invitations for it before inviting again.
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.
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.
Checkout was abandoned. Select Retry for a new payment link, or Cancel to discard the invite and free the seat.