Adding and Managing Staff & Roles

⚠️ Note: To add or remove a staff member, you must have a role as either Owner or Manager

Learn how to add new Therapists and Front Office Staff, to configure staff settings and accounts, and how to send a password reset to staff accounts.

Within the Article:


Add a Staff Member

  • Choose Practice Settings (left menu)
  • Select Staff (top tab)
  • Click the blue  button
    (use the  New External Agent for an External Agent only if you are certain)
  • Enter their information:

  • Specify the type of user role (this can be edited these later if needed):
  • We have two main sections of roles: for providers, and general staff roles.
  • First section: Provider roles shown below

  • Check off each role you want your provider to have here, then scroll down.
  • If you have no need for those roles, you can scroll down to the administrative roles:

  • Then click  near the bottom right:

  • Your staff member will receive an email with an invitation to create their own account:

Note: If they receive an invalid link message, please see the section Expired or Invalid Links below:

Manage Staff Roles

  • Choose Practice Settings from the left-hand menu
  • Select Staff from the top tabs
  • Locate the staff name from the list
  • Navigate to the Roles section
  • Under 'Roles' click  for any role(s) desired:


Manage Staff Tags for Find Availability

Staff tags is a handy feature with unlimited uses for your groups schedule.

The sky is the limit: you can create tags under each provider, and filter based on those tags in Find Availability!

⚠️ Accepting new clients? Insurance vs. no insurance? Specific insurance companies? Specific Assessments for specific providers? This and more is all possible with our tagging feature!

From the staff page, click the far right column under Therapist Tags

  • We list the tags associated with that provider here.
  • If no tags exist, it will say [Add Therapist Tags]

Add or Manage Tags

To add a tag, click on the far right tag column for that provider:

That will bring up this prompt:

If you need to add tags first, click :

That will bring you here, where you can add, edit, and manage tags:

⚠️  Note: From here you can also delete tags by clicking the far right button.

Once added, click the top right button :

From here you can then add each provider's appropriate tags:

Click when you're done and those tags will now be added to that provider!

⚠️ Note: Once completed, you'll be able to take advantage of a filter option in Find Availability.
      Article: Find Availability

Expired or Invalid Links

If the account invitation link is not activated within the timeframe shown upon account creation, a new access link will need to be sent. Do not create them as a new staff member, since it will duplicate them in the system!

  • Choose Practice Settings from the left-hand menu
  • Select Staff from the top tabs
  • Locate the staff name from the list
  • Within the 'Account Information' section click the Send New Invitation link:
  • They will receive another email, with a new valid link.
⚠️  Note: Ensure they click on the most recent email link sent, it's timestamped.
       Email address invite comes from:  no-reply@therapyappointment.com

Send a Password Reset to a Staff Member

If a staff member forgets their password, or you need to verify their username you can use these steps:

  • Choose Practice Settings from the left-hand menu
  • Select Staff from the top tabs
  • Locate the staff name from the list
  • Within the 'Account Information' section either:
    1. Click the Reset Password: An email would go to their default email address on file to reset their password
    2. From here you can also view the staff username (in the same section on the left)


Deactivate a Staff Account

To deactivate a staff member, you will need to turn off all roles for the account, which will deactivate the account and you will not be charged on your next billing cycle.

  • Choose Practice Settings from the left-hand menu
  • Select Staff from the top tabs
  • Locate the staff name from the list
  • Navigate to the 'Roles' section, then click the top red  button:

That staff member is now deactivated and will not be able to login again until at least one role is enabled on the account.


Reactivate a Staff Account

To reactivate a staff member, please use the following steps. This will also allow that individual to sign back into the system with their existing username/password.

  • Choose Practice Settings from the left-hand menu
  • Select Staff from the top tabs
  • Locate the staff name from the list
  • Navigate to the 'Roles' section, then click the blue  :
  • The account is now active, but with no roles.
  • Click the blue button to the right of any role(s) they should have below.

That staff member will then be able to sign into their account.


External Agents

An External Agent is an administrative helper who needs access to the accounts of several different independent providers or multiple groups within the system. This might be a front office worker in a group of independent providers, or a remote billing agent who works for several practices.

For more information about External Agents, please see these other resources:

⚠️ If you need an External Agent account, please reach out to support for your request:
📧  support@therapyappointment.com