Roles
Everyone in a practice can record and document visits, whatever their role. Roles decide what someone can manage:
- Owner: everything an admin can do, plus making other people owners. Whoever creates the practice is its first owner, and a practice can have several. No one can remove an owner or change an owner’s role, not even another owner.
- Admin: everything a member can do, including recording visits, plus managing the practice. Admins invite people and revoke invitations, change roles between member and admin, remove members and admins, reassign the records of people who’ve left, edit the practice’s name, logo and settings, manage billing, read and verify the audit log, share templates and slash commands with the whole practice, and can delete the practice.
- Member: records and documents visits, and can see which plan the practice is on and their own usage.
Every plan includes every role, and you can invite as many colleagues as you need. Roles decide what someone can manage, not what the practice pays: on a paid plan everyone in the practice uses one seat, whatever their role. The seat count updates by itself as people join or leave; changing a role doesn’t change it. See Plans and billing.
Invite a colleague
- Go to Settings → Organization → Members. Only owners and admins can invite.
- Under Invite a colleague, enter their email address and choose Member or Admin.
- Select Send invite. On a paid plan, inviting someone adds a seat once they join, prorated on the next invoice.
Your colleague receives an email with a link. They need to create an account (or sign in) with that same email address, then open the link again and join. The invitation also appears in step 2 of their practice setup the first time they sign in. People always join as a member or an admin; make someone an owner after they’ve joined.
- Invitations expire after 7 days.
- Pending invitations are listed under Pending invitations. Select Revoke to cancel one; its link stops working.
- Sending a new invitation to the same address cancels the earlier one.
- Members sign in with a code sent to their email, or with Google or Apple. If a member adds an optional password, the list shows Authenticator on once their authenticator app is set up, or Authenticator pending until their next password sign-in.
Change a role or remove someone
Owners and admins can pick Member or Admin from the role menu next to a person. Owners have no role menu or remove option.
To remove someone, open the ⋯ menu next to them, select Remove from practice and confirm. A removed member loses access to the practice’s data immediately. If they own visits, patients, templates or slash commands here, the dialog shows how many and lets you reassign them to an active member straight away, or keep them under Former members to decide later. See Former members and reassigning records.
Leave a practice
To leave a practice yourself, go to Settings → Data & privacy and select Leave practice. You lose access straight away and keep your account; the visits, patients and templates you created stay with the practice for its owners and admins to reassign. An owner can leave only while another owner remains.
Make someone an owner
- In Settings → Organization → Members, open the ⋯ menu next to the person and select Make owner. Only owners see this.
- Confirm with your password if your account has one. Without a password, this works within 10 minutes of signing in: select Sign out and sign in again if it’s been longer.
- Select Make owner.
You both get an email about the change, and it’s recorded in the audit log. Once someone is an owner, no one can remove them or change their role. A practice with other members always keeps at least one owner, so its only owner can’t delete their account until someone else is an owner.
Belonging to more than one practice
If you belong to more than one practice, select the organization name at the top of the sidebar and choose a practice under Switch organization. Each practice’s data is kept separate. On the Free plan, your monthly recording hours are shared across all of your practices.