Adding and Managing Staff & Roles

Required Role: Owner or Manager

This is where you manage all your staff members and their access in the system.

Learn how to add new therapists and office staff, configure staff roles and settings, send password resets, deactivate and reactivate staff members and more!

Within this Article:

Staff: Overview

To see an overview of your group, go to:

  • Practice Settings (left menu)
  • Click Staff (top tab)

  • This then brings you to the staff overview page:


  • Here by default we list all active staff accounts
  • We list their name, phone number, email, roles (including inactive) as well as tags
  • Click their name on the left to bring you to their staff Profile
  • To show inactive staff, click the top right toggle button shown below:

Add a Staff Member

  • Click 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 on the top: Name & Email Address:

  • You'll then work from top to bottom with the staff member roles, explained below:

Role Sections:

  • Provider / Therapy → local_atm Pricing starts at $10/month! *
  • Administrative → Free!
  • Auditing / Compliance → Free!
settings For more information and a breakdown of provider account types & privileges click here
* local_atm View our pricing page here for our transparent rates!

Provider / Therapy Roles

  • First section shown is for any therapist or provider roles they should have
  • Check off each role you want your provider to have here (if any), then scroll down


Administrative Roles

  • Next, check off any administrative roles this staff member needs


Auditing / Compliance Roles

  • Check off each Auditing / Compliance role you want this staff member to have (if any)


  • When finished, scroll to the bottom and click (bottom right):


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

Note: Staff invites are valid for 1 hour for security.
If they receive an invalid link message, see the Expired or Invalid Links section below.

Manage Staff Roles

  • Choose Practice Settings from the left-hand menu
  • Click Staff (top tab)
  • Click the staff member from the list
  • Navigate to the Roles section
  • Click for any role(s) desired:

settings For more information and a breakdown of provider account types & privileges click here

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, find the far right column Therapist Tags for that provider and click on it:

movie Tags Video:

Shown:

  • How to add & remove a tag to a provider
  • How to add a new tag
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 1 hour timeframe, a new access link will need to be sent, and can be done so from their staff profile.

Do not create them as a new staff member, since it will duplicate them in the system.

  • Click Practice Settings (left menu)
  • Select Staff (top tab)
  • Click the staff member's name from the list, loading their profile
  • Navigate to the Account information Credentials section
  • Click Send New Invitation (right side):

  • They will receive another email, with a new valid link
Note: Ensure they click on the most recent email link sent, it's timestamped.
mail Email address invite comes from: no-reply@therapyappointment.com

Send a Password Reset to a Staff Member

If a staff member forgets their password, you can use these steps:

  • Click Practice Settings (left menu)
  • Select Staff (top tab)
  • Click the staff member's name from the list, loading their profile
  • Navigate to the Account information Credentials section
  • Click Reset Password (right side):

Look up the Username of a Staff Member

To retrieve another staff members username, go to:

  • Practice Settings (left menu)
  • Select Staff (top tab)
  • Click the staff member's name from the list, loading their profile
  • Navigate to the Account information Credentials section
  • Note the Username on the left side:

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.

  • Click Practice Settings (left menu)
  • Select Staff (top tab)
  • Click the staff member's name from the list, loading their profile
  • Navigate to the Roles section and look just above
  • Click (on the right):

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

Reactivate a Staff Account

Deactivated staff members cannot sign into their accounts: even with the correct login details.

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

  • Click Practice Settings (left menu)
  • Select Staff (top tab)
  • By default, we only show active staff accounts here, click first (top right):
  • Click the staff member's name from the list, loading their profile
  • Navigate to the Roles section
  • Click the top right button:
  • The account is now active, but with no roles
  • Click the button to the right of any role(s) they should have below
✅ Once at least one role is enabled that staff member will then be able to sign back in

Reactivate a Locked Out Disabled Staff Account

Depending on your practice's security settings, staff members might be locked out after not signing in after a certain number of days.

To enable their account, follow these steps:

  • Click Practice Settings (left menu)
  • Select Staff (top tab)

On the left, you should then see an orange icon beside their account indicating a lock out:

  • Click the staff member's name from the list, loading their profile
  • Navigate to the Sign-In section - just above Roles
  • To the far right of Account Disabled, click

✅ That staff member has now been re-enabled and will now be able to sign back in

External Agents

quiz 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. One login with access to all your groups!

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

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