Adding and Managing Staff Roles

Required role:

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
Manage Staff Roles
Expired or Invalid Links
Deactivate a Staff Account
Reactivate a Staff Account
External Agents


Add a Staff Member

  • Choose Practice Settings from the left-hand menu
  • Select Staff from the top tabs
  • Click the button (use New External Agent for an External Agent only if you are certain)
  • Specify the type of user role (this can be edited these later if needed): Therapist, Front Office, or Records Custodian
  • Enter their information and email address, then

They will receive an email with an invitation to create their own account.

If they receive an invalid link, 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

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 Resend login credentials link
  • They will receive another email, with a new valid link.
    • **NOTE: Ensure they click on the most recent email link sent. When in doubt, instruct them to delete the previous email (from no-reply@therapyappointment.com) and then resend the invite.

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 opt to for their enabled role(s)

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, you will need to turn on at least 1 role for the account, which reactivates the account. This allows 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
  • At the bottom right of the list, click Inactive
  • Select the staff name from the list
  • Navigate to the 'Roles' section, then opt to  for any role(s) they should have

That staff member is now reactivated and will now be able to sign back into the system with their existing username/password.


External Agents

An External Agent is an administrative helper who needs access to the accounts of several different independent providers 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:

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