👥 Team Management

The Team section is where clinic Administrators manage staff access, invite new clinicians and front-desk personnel, assign role permissions, and track active licenses.

Accessible by: Admin (full management). All staff can view colleagues in the team directory and manage their own individual profile.

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1. Viewing Your Clinic Team

1. In the sidebar, click Staff (or navigate to Settings → Team).
2. The team roster displays all registered staff members with:
   • Full Name & Professional Title
   • Work Email Address
   • Assigned Role (Admin, Doctor, Receptionist, Billing)
   • Clinical Status (Doctor Privileges)
   • Account Status (Active / Inactive)
   • Last Login Timestamp

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2. Inviting a New Team Member

1. Click the + Add Member button.
2. Complete the team member profile:

1. Click Send Invitation.

The new team member receives an email invitation with instructions to log in immediately via the passwordless 6-digit email OTP flow. No temporary passwords or complex setup is required.

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3. Roles & Access Hierarchy

Always assign the least privileged role required for the staff member's daily responsibilities:

Doctor Privileges for Administrators: If a clinic owner is both the Administrator and a practicing clinician, ensure Doctor Privileges (is_doctor) is enabled on their profile so they can access both clinical consultation rooms and practice administration.

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4. Doctor Seats & Staff Licensing

Clinic OS operates on a predictable, bundled per-doctor model:

• Every Doctor Seat includes: 1 Practicing Clinician account + 2 Staff accounts (e.g., 1 Receptionist + 1 Billing/Admin) — a total of 3 active user accounts per seat.
• Adding Capacity: If your clinic hires an additional doctor or needs more staff seats, Admins can add doctor seats instantly in Workspace Settings → Subscription. Changes take effect immediately without workflow interruption.

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5. Deactivating & Offboarding Staff

When an employee or visiting doctor leaves your practice:

1. Open the staff member's profile from the Team list.
2. Click Deactivate Account and confirm.
3. Immediate Revocation: The account is instantly blocked from signing in, and any active browser sessions are terminated.
4. Data Protection: All past records created by this team member (past consultations, prescriptions written, invoices raised) remain permanently preserved in your clinic audit logs.
5. If an offboarded staff member returns, an Admin can click Reactivate Account at any time.

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6. Doctor Rostering & Shift Scheduling

For clinics with multiple practicing clinicians or part-time visiting consultants:

• Admins can configure individual working days, morning/evening consulting hours, and slot durations in Doctors Roster.
• See the Doctor Roster & Payouts Guide for shift management and consultation fee split tracking.