Invite your team & set permissions
Bring colleagues into your workspace. Set what each person can see and do, assign services, and manage their availability.
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.
Branding, then locations, then services, then team: it's the order that respects everyone's time.
Add a team member
- Open Your team in the left sidebar and click + New team member.
- Fill in name, mobile, email, job title, and access type, then Create.
- Carepatron emails an invitation. They click through, set a password, and land in your shared workspace, not a fresh one.
If the email doesn't arrive, there's no resend button. Instead, enable the invite link toggle on the team page and share the generated link with them directly.
Set permissions
Click any team member, then Permissions → Edit details. Five areas lock down independently: client profiles, client documentation, scheduling and calendars, invoices and payments, and workspace settings. Each is set to None, Assigned only, or Everything.
Two things to know: permission changes take effect after the user logs out and back in, and granular permissions are an Advanced-plan feature. On Free and Plus, every team member has full access.
Assign services and availability
Under each team member, two settings power online booking:
- Services and availability → Edit: tick the services they offer.
- Availability → + New: set their working hours.
Clients only see slots when the right person is available for the right service. To assign specific clients to a team member, use Permissions → + Assign clients.
Five real permission setups.
What other practices have done. Copy whichever is closest.
Full scheduling + invoices and payments. Client profiles: Everything. Documentation: None. Workspace settings: None.
Own calendar + Assigned clients only on profiles, documentation, and invoices. Workspace settings: None.
Invoices and payments: Everything. Everything else: None. They never see clinical notes.
Everything across the board including Workspace settings. Effectively an admin.
Assigned clients only on everything. Auto-expires when you remove them; they keep no access.
How do I invite a team member?
Your team → + New team member, fill the form, hit Create. They get an email invite. If they don't see it, enable the invite link toggle on the team page and share the generated link with them directly.
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.
Which plan includes granular permissions?
Advanced plan only. On Free and Plus, every team member gets full access. Advanced unlocks the per-area controls (None / Assigned only / Everything) for client profiles, documentation, scheduling, billing, and workspace settings.
When do permission changes take effect?
After the user logs out and logs back in. If they're mid-session, ask them to refresh and re-login, changes don't propagate to an existing session.
Can team members have their own calendar view?
Yes, each team member sees their own appointments by default. Admins can switch to a team-wide calendar view.
Can I restrict which services a team member offers?
Yes, Services and availability → Edit to check or uncheck services per team member. 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. Their notes, files, and invoices remain accessible, but they can no longer take appointments.