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 - Resend Portal Invite
- Send a Password Reset to a Staff Member
- Deactivate a Staff Account
- Reactivate a Staff Account
- Reactivate a Locked Out Disabled Staff Account
- External Agents
Staff: Overview
To see an overview of your group, go to:
- Practice Settings (left menu)
- Staff (top tab)

- This then brings you to the staff overview page:
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:
- Specify the type of user roles (this can be edited these later if needed)
- We have 3 sections of roles:
- Provider / Therapy
- Administrative
- Auditing / Compliance
- First section: Provider / Therapy roles shown below:
- Check off each role you want your provider to have here (if any), then scroll down.
- Next, the Administrative roles:
- Check off each role you want this staff member to have (if any), then continue to scroll
- Additionally, we have two Auditing / Compliance roles:
- Records Custodian
- Staff Administrator
- When finished, click (bottom right):
- Your staff member will receive an email with an invitation to create their own account:
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
- Select Staff from the top tabs
- Locate the staff name from the list
- Navigate to the Roles section
- 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!
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:
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.
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
Within the Account Information section, click the Send New Invitation link:
- They will receive another email, with a new valid link.
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:
- Click Practice Settings (left menu)
- Select Staff (top tab)
- Click the staff member's name from the list, loading their profile
- Find the Account Information section (near the bottom)
- From here, you can view the staff username (shown below)
- Click Reset Password: An email will go to their default email address on file to reset their password. Just make a note of their username before doing this.
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
- Click the top right 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 (even with the correct credentials).
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.
- 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 into their account
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 be able to sign in
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
📧 support@therapyappointment.com