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
Once you invite someone, they land in a workspace that already has your branding, locations, and services. The order matters: if you invite first, they spend the first hour in a half-empty workspace and you spend it re-explaining things. Branding → locations → services → team is the order that respects everyone's time.
Add a team member
Your team in the left sidebar → + New team member. Fill in name, mobile, email, job title, and access type, then Create. Carepatron emails an invitation; they click through to set a password and land directly in your shared workspace, not a fresh one. If the email doesn't arrive, share the manual signup link: app.carepatron.com/Register?&isProvider=true, they sign up with the invited email and the records will match.
Set permissions
Click any team member, then Permissions → Edit details. You can lock down five areas independently: Client profiles (view/edit), Client documentation (notes), Scheduling and calendars (own vs everything), Invoices and payments, and Workspace settings. Each can be set to None, Assigned only, or Everything. Permission changes take effect after the user logs out and back in. Granular role-based permissions are an Advanced-plan feature; on Free and Plus, all team members get full access.
Assign services and availability
Under each team member, Services and availability → Edit: tick which services they offer, then Availability → + New to define their working hours. This is what powers online booking, 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, share the manual signup link: app.carepatron.com/Register?&isProvider=true.
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.