Onboarding a staff member

When someone joins your clinic, set them up in this order. Each step links to the full page.

1. Create their staff profile

Staff Management › New staff member: Full name, Email (also their sign-in email), Specialization, License number, Phone, optional Hire date and Photo. See Add a staff member.

The profile alone lets them appear in lists (for example as a clinician on appointments). It doesn’t let them sign in.

2. Give them a sign-in and roles

Someone with System administrator: Configuration › Staff access › New user, pick the staff member, tick their Roles, Create user, and Copy the temporary password. It’s shown only once. See Give someone a sign-in.

Choose roles by what they’ll do. The built-in roles are a good start:

They will…	Start with
See patients and run their own visits	Doctor
Help with visits, record vitals and history	Nurse
Book, check in, take payments	Receptionist
Run the clinic, approve money, manage catalogs	Manager

Need something different? Create a role. Every permission is explained in Permissions.

Clinicians who should only see their own visits

A role with Assignable to appointments but without Read appointments lets a clinician see and run only the appointments assigned to them.

3. Hand over the sign-in

Give them their email and the temporary password securely. At their first sign-in they choose their own password, and set up two-factor authentication if your clinic requires it.

4. Give access to money (if they handle it)

Roles alone don’t let anyone record payments. For each account they’ll use (the front-desk cash drawer, a bank account): open the account and Grant access, choosing the Direction, and whether their transactions are auto-approved and whether they may approve, delete or void others’. See Staff access.

A typical receptionist: In only on the cash drawer, not auto-approved. A manager: Both directions with approve and void rights.

5. Module-specific access

If they…	Also do this
Work in a laboratory	Add them to that lab’s Team, with Process lab orders or Verify and release lab results in their role. See Team.
Should use the AI assistant on WhatsApp	Pick them under AI assistant for staff in WhatsApp settings, and make sure their profile Phone is their WhatsApp number.
Get petty cash or advances	Record them as staff transactions. They can always see their own statement.

When someone leaves

1. Deactivate their staff profile. They’re signed out straight away, can no longer sign in, and can’t be assigned new work. Don’t delete them: deactivating keeps their history intact and can be undone.
2. Revoke their account access, remove them from lab teams, and from AI assistant for staff on WhatsApp.

Their past work (appointments, notes, transactions) stays on record under their name.