Invite your team & set permissions
Bring colleagues into your workspace. Set what each person can see and do, assign services, and manage their availability.
- Branding, locations and services set up, so they land in a workspace that's ready (lessons 1.2 to 1.4)
- The email address of each person you're inviting
- The Advanced plan, if you need to change one person's permissions after they join
Why team setup is last in this course
Invite someone now and they land in a workspace that already has your branding, locations, and services. Invite them first and they spend their first hour in a half-empty workspace while you re-explain what's coming.
Doing it in this order means your team arrives to a workspace that's ready for them.
Add a team member
- Open Your team in the left sidebar and click + New team member. The Invite button at the bottom of the sidebar opens the same window.
- On the Invite tab, paste one or more email addresses under Invite by email.
- Check the Permissions and Services tabs. They set the access and services everyone you invite starts with.
- Click Send invite.
Each person gets an email, registers and joins your workspace. If you'd rather share a link, turn on the invite link under Share your invite link. People who use it show as Requesting access until you approve them under Your team → Requests, and they aren't billed until you do. After your free trial, inviting someone on a paid plan needs a card on file, and each new team member is added to your subscription.
Set permissions
Everyone you invite joins with the defaults on the invite's Permissions tab. Out of the box, client and contact profiles, documentation, and invoices and payments are set to Assigned only, scheduling to Own calendar, and workspace settings to None. So a new team member only sees the clients assigned to them until you change it. You can change these defaults on any plan, so set them before you send invitations.
To change one person's access later, open them in Your team, go to the Permissions tab and click Edit. Each area has its own view and edit access. Profiles, documentation, and invoices and payments use None, Assigned only or Everything. Scheduling uses None, Own calendar or Everything, and workspace settings uses None or Everything.
Two things to know: saving changes for an individual needs the Advanced plan, and the person needs to reload the page before the change shows up for them.
Assign services and availability
Open a team member and go to Services & availability. Two settings power online booking:
- Under Assigned services, click Edit and tick the services they offer.
- Under Availability, click + New to set their working hours.
Clients only see slots when the right person is available for the right service. To give someone access to specific clients, open Permissions and choose Assign clients.
Tick these off in your own workspace before moving on.
Five permission setups to start from.
Pick the one closest to the role and adapt it. Changing one person's permissions after they join needs Advanced.
Full scheduling + invoices and payments. Client profiles: Everything. Documentation: None. Workspace settings: None.
Own calendar, plus Assigned only on client profiles, documentation and invoices. Workspace settings: None. This is the default for new invitations.
Invoices and payments: Everything. Everything else: None. They never see clinical notes.
Everything across the board including Workspace settings. Effectively an admin.
Assigned only on client profiles, documentation and invoices, and Own calendar for scheduling. When their contract ends, delete them from Your team.
How do I invite a team member?
Go to Your team → + New team member, paste their email addresses on the Invite tab and click Send invite. If an email doesn't arrive, turn on the invite link and share it instead. People who join by link wait under Requests until you approve them.
Is there a per-seat charge?
Yes, paid plans are billed per team member, per month. Adding a member adds a prorated charge for the rest of your current billing cycle. Plus is $39/user/month, Advanced is $49/user/month (or $31 / $39 on annual). The Free plan stays at $0 regardless of team size. People who join through the invite link aren't billed until you approve them.
Which plan includes granular permissions?
Setting the default permissions for new invitations works on every plan. Changing an individual team member's permissions afterwards needs the Advanced plan. Unless you change the defaults on the invite's Permissions tab, new team members start with assigned clients only, their own calendar and no workspace settings access.
When do permission changes take effect?
As soon as you save. If the person already has Carepatron open, ask them to reload the page so their menus and buttons catch up with the new access.
Can team members have their own calendar view?
Yes, each team member sees their own appointments by default. Anyone whose scheduling access is Everything can also view the whole team's calendar.
Can I restrict which services a team member offers?
Yes. Open them in Your team, go to Services & availability, and under Assigned services click Edit. Online booking only shows slots when the right person is available for the right service.
How do I remove a team member?
Go to Your team, hover the member you want to remove, click the overflow icon (three vertical dots), then Delete. They lose access to your workspace.