Adding and Managing Staff & Roles

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
• Manage Staff Roles
• Manage Staff Tags for Find Availability
• Expired or Invalid Links
• Send a Password Reset to a Staff Member
• Deactivate a Staff Account
• Reactivate a Staff Account
• External Agents

Add a Staff Member

• Choose Practice Settings (left menu)
• Select Staff (top tab)
• Click the blue + New 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:

• Additionally, we have the article: Records Custodian Role, shown below as well:

• Then click Continue near the bottom right:

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

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 Turn On 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!

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 Manage All Tags:

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

Once added, click the top right button Back to Tags for Provider Name:

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

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

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.

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 Disable Account 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 Enable Account :
  
• The account is now active, but with no roles.
• Click the blue Turn on 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

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

• For Agents: External Agents Serving TherapyAppointment Customers
• For Providers: External Agent Access to your Account