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

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:

• Click 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 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 Continue (bottom right):

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

• 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 Turn On for any role(s) desired:

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.

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.

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)
  1. From here, you can view the staff username (shown below)
  2. 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.

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 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 (even with the correct credentials).

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 filter_alt Show Inactive first (top right):
  
• Click the staff member's name from the list, loading their profile
• Navigate to the Roles section
• Click the top right Enable Account button:
  
• The account is now active, but with no roles
• Click the Turn on 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

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:

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

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

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