How to invite a team member

Watch the video1:35

Invite professionals and administrative staff to your organization and choose what each person can do: their role defines what they can see and do.

Steps

1. Open Team (Equipo) in the sidebar. You land on the Team page, which shows Plan seats at the top: a circle for each person and a dashed circle for each invitation that has not been accepted yet.

2. Click Invite someone.

3. Enter the person’s email.

4. Choose what they can do. There are three options, and you can pick more than one:

   • Admin — everything: the team, the plan, billing and settings.
   • Professional — patients and appointments, and their own professional profile.
   • Assistant — patients and appointments, and records the payments the clinic receives.

   Professional is selected from the start. Below the options you see how the email they receive will begin, for example “Clínica Ejemplo invites you to their team as Professional”; it changes as you tick or untick roles.

5. Click Send invitation. The person receives an email to join, and the invitation appears under Invitations not accepted until they accept it.

What the invited person sees

This happens outside your dashboard, on their own computer:

• They open the link that arrived by email.
• They enter their name and choose a password.
• They accept the Terms and click Create account.
• They sign in for the first time, already inside your organization and with the role you gave them.

What happens after you send the invitation

The person is not on the team yet. They do not appear in the members table: they appear below it, under Invitations not accepted, with their email, the role you gave them and when you sent it (sent today, sent 3 days ago). In Plan seats they take a dashed circle.

Once they open the email, set a password and sign in for the first time, they leave Invitations not accepted and move into the team table, with a solid circle in Plan seats.

⚠️ Check where they appear before assuming someone has access. An invitation sent is not an invitation accepted.

The email can take a while

The invitation arrives by email. If the person cannot see it, ask them to check their spam folder before you invite them again.

Who appears in this list

Team shows your staff: admins, professionals and assistants, plus the invitations you sent with one of those roles. The filters above the table (All, Admin, Professionals, Assistants) narrow it down by role.

Patients and students do not appear here. They have an account so they can sign in to their own portal, but they are not part of the team and they do not take a seat on your plan. Patients live under Patients.

Changing what someone can do

The table has three columns: Person, What they can do and What is theirs.

In What they can do, each row shows the three roles as buttons: Admin, Professional and Assistant. The ones they hold are highlighted. Click one to give it or take it away; the change is saved immediately.

Sometimes a highlighted role will not come off. Hover over the button to see why — it is one of these two:

• Everyone needs at least one role, so you cannot take away their last one.
• The clinic needs at least one admin.

What is theirs shows what is held in that person’s name: their Cloned voice and the characters made from their photos (for example 1 character from their photos). If there is nothing, it says Nothing held in their name.

Removing someone, or cancelling an invitation

• Remove from team — in the row’s ⋮ menu. Before you confirm, the warning tells you exactly what happens:

  • they lose access to your organization and their seat is freed;
  • if they had a cloned voice, it is revoked: reels that used it go back to a library voice;
  • if there were characters made from their photos, they are deleted, together with the images made from them (published reels do not change);
  • their clinical records and appointments are kept: nothing clinical is deleted.

  Confirm with the Remove (their name) button.

• Cancel — on the invitation’s card, under Invitations not accepted. The invitation stops working and the seat is freed. It asks for confirmation first.

You cannot remove yourself, the owner of the organization, or the last remaining administrator: otherwise the organization would be left with nobody who can invite, change roles or manage the plan.

When the plan runs out of seats

If your plan has a fixed number of seats, Plan seats shows how many you use out of the total (for example 3 / 5) and a Free circle for each seat left — clicking it also opens the invitation —, and when you invite, the form tells you which seat the new person will take (for example Takes the last free seat: 3 / 3). Near the limit, the Invite someone button shows how many you use, for example 2/2.

At the limit you cannot invite anyone until a seat is freed — by removing someone or cancelling an invitation — or you enlarge your plan with add seats. The counter updates as soon as the seat is free.

If you belong to several organizations

One person can be in more than one clinic. Each tab works in one organization at a time — the one the sidebar’s switcher shows.

• A link opens the record where it lives. If you open a link to a patient of another of your organizations (from an email, a notification or a colleague), the app switches to that organization on its own and tells you: «Cambiaste a Consultorio Norte» (switched to…). Volver a … (back to…) undoes it.
• Links don’t say whose record they are. If the patient isn’t in any of your organizations, you’ll see «Página no encontrada» (page not found), the same as for an address that doesn’t exist — so a forwarded link reveals nothing.

Tip