Your AI handles the first contact. Your team handles everything after. Give each person their own login with the right access.
Add a team member
Only the account owner or an admin can invite. Open Settings → Team and click Add team member. The wizard fills the screen. A progress line at the top shows where you are, and the right-hand panel keeps a live summary of who you're adding and what they'll be able to do.
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Set up a profile. First name, last name and the email they'll sign in with. If you have several locations, the Locations card lets you pick where they can work. Your current location is preselected.
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Choose roles. Tick one or more. Learn about FrontDesk roles links back to this page.
- Clinician (clinical): for team members who treat clients. Then choose Create a provider profile for them or Link to an existing provider.
- Supervisor (clinical): for team members who supervise a pre-licensed clinician.
- Admin (administrative): full access to the entire practice. Includes the manager, biller and scheduler roles.
- Practice manager (administrative): for team members who make administrative decisions for the practice.
- Practice biller (administrative): for team members who handle client payments and insurance.
- Practice scheduler (administrative): for team members who manage the practice calendar.
Every role shows Included: roles cost nothing on top of your plan.
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Add permissions. The five Client care switches and the Practice account switch start from the roles you chose. Change any of them.
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Add clinical info (Clinician only). An optional 10-digit NPI number, and Add a license or degree for each license or degree (LPC, LCSW, PhD and so on) with its number and state. You or the clinician can change these later.
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Changes to your plan. The wizard shows the seat this person takes, for example "Seat 3 of 5 · Pro plan", and warns when you're at the limit. Click Send invitation.
They get an email with a setup link valid for 7 days. It opens with their name filled in. They choose a password of at least 8 characters and sign in. If they already have a FrontDesk login (for example at another practice), they enter that password instead, and the new account joins their existing login. A clinician also gets a second email with their private calendar link, so their FrontDesk schedule shows up in Google Calendar, Apple Calendar or Outlook from day one.
Permissions
Client care
| Permission | What it controls |
|---|---|
| View and create chart notes | Reading and writing clinical notes. Signing a note still needs a clinician with a provider profile. |
| View completed questionnaires and scored measures | The outcome measures and questionnaire results on a client's chart. |
| View client documents | The files on a client's chart and their downloads. |
| View intake documents and uploaded files | Completed intake forms, consents and the files clients uploaded through the portal. |
| Secure message with clients | Sending secure messages and attachments to clients through the Client Portal. |
Practice account
| Permission | What it controls |
|---|---|
| View the plan, usage and invoices | Read-only access to the plan, usage, forecast and invoices under Settings → Billing. Only the account owner can change the plan, buy minutes or update the card. |
Defaults by role:
| Role | Client care | View the plan, usage and invoices |
|---|---|---|
| Clinician | All five | Off |
| Supervisor | Chart notes, questionnaires, secure messaging | Off |
| Admin | All five | On |
| Practice manager | Secure messaging | On |
| Practice biller | Secure messaging | On |
| Practice scheduler | Secure messaging | Off |
When a client care permission is off, the screen shows an access message that names it. An admin can change permissions under Settings → Team → ⋯ → Edit access.
What each role can do beyond permissions
- Admin and Practice manager have the admin level of access: practice settings, the team and invites, and the Financial reports. They can also export all account data. Exporting clinical records also needs chart access.
- Clinician is linked to a provider profile. They get their own My Schedule, availability and time off, and can write and sign clinical notes.
- Supervisor, Practice biller and Practice scheduler get day-to-day access to the calendar, clients and inbox. A biller (like an admin or practice manager) can apply a client's credit on account; a scheduler, supervisor or clinician can't. They don't see the Financial reports.
- Settings → Account Activity (History, Sign In Events and the HIPAA Audit Log) is open to the owner, admins, managers and practice managers. Its Billing Activity tab is also open to practice billers. Everyone else sees a message that the page is for owners and admins. See Review account activity.
- The owner (whoever created the account, or received it by transfer) always has full access and can't be removed or downgraded. Only the owner changes the subscription.
Members added before roles existed keep their previous role (Admin, Manager, Staff, Provider, View only) and their access is unchanged until you open Edit access for them.
The team list
Settings → Team (titled Team members) shows seats used, for example "3 of 5 seats used · Pro plan", and lists every member and pending invite:
- Role, for example "Clinician with entire practice access", "Practice biller, Practice scheduler" or "Owner". Members limited to some of your locations show those locations as tags.
- 2-step verification, shown as Off. Two-step verification isn't available yet.
- Last sign in.
Search by name or email, or filter by role. The ⋯ menu offers Edit access and Remove for members, and Resend invite and Revoke invite for pending invites. The owner and your own row can't be removed. Edit access reopens the wizard to change their name, locations, roles and permissions. The email can't be changed there.
Plan limits
| Plan | Team members included |
|---|---|
| Free | 2 |
| Pro | 5 |
| Elite | 15 |
| Enterprise | Unlimited |
Counts include pending invites. Provider profiles are unlimited and free; only logins use seats. At the limit, Add team member is disabled with "Seat limit reached · upgrade to add more".
What's next
- Add locations and choose who works at each
- Show your team how to switch between locations
- For larger teams, upgrade your plan to raise the limit