Staff accounts let your reception team and practitioners access the dashboard without sharing your main login. Each staff member gets their own secure login, and their access is limited to the day-to-day tasks they actually need.
What staff accounts can do
A staff account has access to the core operational tasks your team needs at the front desk and during appointments:
- View the dashboard including patient profiles and activity
- Log patient visits at checkout so patients earn their points
- Look up a patient's points balance if they ask at reception
- Process rewards redemptions when a patient comes in to use their points
- View reports for member activity and engagement
What staff accounts cannot do
Staff accounts are deliberately limited on the areas that matter most to you as the clinic owner:
- Change or cancel the membership subscription
- Access Stripe or view billing details
- Change branding, clinic name or colours
- Invite or remove other staff members
- Access account settings or connected integrations
Only the main account holder (the owner login) can access these areas.
How to invite a staff member
- Log in to your Clinic App dashboard with your owner account
- Go to Settings in the sidebar
- Select Team
- Click Invite staff member
- Enter their email address and click Send invite
The staff member will receive an email with a link to accept the invite and set up their access. The link expires after 48 hours. If they miss it, you can resend the invite from the Team settings page.
How staff log in
Staff use the same magic-link email system as the main account. There is no password. When they go to log in, they enter their email address and receive a sign-in link. Clicking the link logs them in for that session.
This means staff do not need to remember a password, and there is no shared login credential that needs to be updated when team members change.
Recommend staff use the dashboard on the front desk computer or their phone's browser. They do not need a separate app download. The dashboard is web-based and works on any device.
Removing a staff member
When a team member leaves, remove their access immediately.
- Go to Settings > Team
- Find the staff member's name in the list
- Click Remove access
Their access is revoked instantly. They will not be able to log in using their email address again. Any sessions already open on their device will be terminated.
Who this is recommended for
Give staff access to anyone who needs to interact with patient membership data as part of their role:
- Reception staff who log visits and handle redemptions at checkout
- Clinic managers who oversee day-to-day patient engagement
- Treating practitioners who want to check a patient's tier or rewards before a session
You do not need to give access to everyone. Start with reception, who will use it most frequently.