Team

Staff, roles and permissions.

1
Create a team member
Invite a new staff member and give them a role.
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2
Edit a staff profile
Update details, photo, signature and registrations.
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3
Deactivate or reactivate a team member
Remove or restore a staff member's access.
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4
Set permissions with roles
Control what each group of staff can see and do.
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5
Create a shift
Add working hours to the team schedule.
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6
The Team section explained
A quick guide to the people, roles, teams and scheduling pages that make up the Team area.
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7
Find a team member
Search and filter your staff list by name, status, department or location, in list or grid view.
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8
Update a staff member's email
Change the address someone signs in with, including the confirmation link they have to click.
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9
Send a password reset email
Help a colleague who is locked out by sending them a link to choose a new password.
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10
Set permissions for one person
Give a staff member their own access without creating a role, when a role doesn't quite fit.
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11
Control access to Setup
Choose who can change business details, locations, services, payment methods and integrations.
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12
Control access to the dashboard
Decide who sees business figures on the home page, as well as the business dashboard.
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13
Control access to leads
Choose who can view, edit, convert or delete leads, and whether they can see colleagues' leads.
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14
Control access to analytics
Choose which report categories a person can open, and whether they can build or export reports.
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15
Control access to stock
Choose who can see products and cost prices, adjust stock, run counts and place orders.
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16
Control access to activities
Choose who can see, create and delete tasks, and whether they can see their colleagues' work.
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17
Control access to money
Choose who can take payments, see invoices, issue refunds and change prices at the till.
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18
Control discounts at the till
Decide who can apply a discount or change a price, and how large a discount needs extra sign-off.
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19
Control access on the mobile app
How staff permissions carry over to the app, so that access is the same on phone and desktop.
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20
Choose which services someone offers
Tick the treatments a staff member performs, so they can only be booked for those.
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21
Copy services from a colleague
Give a new starter the same treatments as someone else in one go, then adjust as needed.
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22
Create a staff booking link
Give each person a link that takes patients straight to booking with them online.
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23
Control who can issue credit notes
Limit credit notes to the people who should write off invoices, and review them afterward.
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24
Assign a department
Group staff by department, so that you can filter your staff list and report by it.
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25
Quick-sign medical forms
Let staff add their saved signature to a form in one click, rather than drawing it every time.
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26
Control access to team pages
Choose who can see staff details, invite people, manage shifts and approve leave and timesheets.
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27
Give access to individual reports
Let someone open one report, such as End of Day, without opening a whole category of reports.
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28
Set up your personal details
Keep your own profile, photo and contact details up to date from your account settings.
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29
Add a staff photo
Show a friendly face on the calendar and online booking pages with a profile picture.
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30
Upload staff documents
Keep insurance, qualifications, DBS checks and contracts on each person's profile, with expiry dates.
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31
Add a staff signature
Save a signature that appears on the prescriptions, letters and forms this person signs.
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32
Assign locations to staff
Choose where someone works, which controls their calendar and what they can see at each clinic.
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33
Add a staff bio
Tell patients about someone's experience and specialties, shown on your online booking page.
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34
Assign a job title
Set the title that shows on a person's profile and in lists, and manage the list of titles.
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35
Set up a prescriber
Add a clinician's registration details, so they print automatically on the prescriptions they issue.
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36
Set up controlled drugs and FP10
What a prescriber needs before they can issue controlled drugs and print FP10 prescriptions.
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37
Add a registration number
Record a clinician's GMC or other register number on their profile, so that it prints where needed.
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38
Manage your account settings
Change your password, passcode, two-step sign-in and notification choices, all in one place.
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39
Set up staff notifications
Choose which events you're told about and how, from bookings and payments to reviews.
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40
Get notified when appointments move
Let your staff know when one of their appointments is rescheduled, without checking their calendar.
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41
Get notified about appointments
Hear about new bookings and cancellations in your diary, with a choice of in-app or email.
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42
Get notified about lead enquiries
Hear straight away when a new lead arrives or is assigned to you, so no enquiry goes cold.
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43
Get notified when forms are completed
Know when a patient has finished a medical form, so that you can review it before they arrive.
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44
Get notified about patient reviews
Hear about every new review, or just low ratings, so that you can respond quickly.
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45
The schedule explained
How shifts control who can be booked, and what you can do on the Schedule page.
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46
Edit a shift
Change a shift's times, location, room or services, for one day or the whole series.
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47
Delete a shift
Remove a shift from the schedule, including what happens to any appointments on it.
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48
Create a repeating shift
Set up a regular working pattern once, so that you don't have to add shifts each week.
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49
Transfer appointments before deleting a shift
Move a shift's bookings to another person's diary, so that patients aren't left without care.
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50
Blue and yellow shifts
What the shift colours mean, and how a shift can cover all services or only a chosen few.
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51
Add a service to a shift
Limit a shift to certain treatments, such as only injectables on a Friday afternoon.
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52
Clear the schedule
Remove every shift for one person, or for the whole team, in a chosen week.
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53
Create a shift at a location
Set where someone works on a given day, so they appear on the right clinic's calendar.
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54
Assign a default room to a shift
Link a room to someone's shift, so that appointments use it automatically, saving a step per booking.
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55
Filter the schedule
Show just one location or a few people, so a large team's rota stays easy to read.
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56
Use bulk actions on the schedule
Change the times or location of many shifts at once, or delete them, with a filter and a tick.
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57
Copy, paste and quickly add shifts
Build a rota faster by copying shifts between days and people, using your keyboard.
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58
Roles explained
How roles save you setting permissions one by one, and when to use them.
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59
Role permissions: calendar, team and leads
What the calendar, team, leads and dashboard groups allow when you're setting up a role.
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60
Role permissions: clients, analytics and more
What the clients, analytics, stock, marketing and setup groups allow when you're setting up a role.
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61
Control access to the calendar
Choose who can see colleagues' diaries, make bookings, override availability and manage block-outs.
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62
Control access to patients
Choose who can see contact details and financials, or merge, export and archive patient records.
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63
Control access to marketing
Choose who can send campaigns and manage reviews, promotions, loyalty, capture forms and workflows.
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64
Create, edit or assign a role
Build a role from the permission list, change it later, and give it to your staff.
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65
Control access to the End of Day report
Allow a person or role to open the End of Day report, without opening other financial reports.
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66
Grant admin access
Give a trusted person full access to every setting, including other people's permissions.
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67
Commissions explained
How sheets, rates and team members combine to work out what each person earns on a sale.
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68
Manage commission permissions
Choose who can see earnings and who can change the rates on commission sheets.
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69
See and manage your commission sheets
Review all your commission sheets and their team members, then edit or remove them.
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70
Create a commission sheet
Set up rates for services, products, packages and gift cards, then assign your team to them.
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71
Set up a fixed-rate commission
Pay the same percentage or amount on every sale of an item type, the simplest kind of sheet.
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72
Set up a tiered commission
Reward higher sales with higher rates, with separate rates applying to each band of sales.
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73
Assign staff to a commission sheet
Choose who earns under a sheet. Moving someone only changes their future commission.
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74
Adjust how commission is calculated
Choose what comes off before commission is worked out, and when package commission pays out.
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75
Edit or delete a commission sheet
Change rates and members on a sheet, or remove a sheet you no longer use.
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76
How commission is awarded
When a sale earns commission, who gets it, and what happens with refunds and shared items.
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77
Set up custom commission rates
Give a specific service, product or package its own rate, rather than the sheet's default.
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78
Track awarded commissions
See what each person has earned by sale, and check it against the sheet they were on.
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79
Edit or add commission on a sale
Correct what someone earned on a sale, or add commission by hand, from the invoice.
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80
Set up commission on services
Choose what your staff earn when they deliver a treatment, with a default and exceptions.
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81
Set up commission on products
Reward staff for retail sales with a percentage of the product price, or a set amount per sale.
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82
Set up commission on packages
Decide if commission pays when a package is sold or as each session is used.
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83
Set up commission on gift cards
Choose what your staff earn when they sell a gift card, separately from the treatment it buys.
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84
Timesheets and wages explained
How clock-ins, breaks and approvals turn into hours paid, and who does what.
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85
Turn on timesheets
Start recording hours for your clinic, ready for staff to clock in and managers to approve them.
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86
Clock in and out
Record your working day as you go, with breaks, on the Timesheets page.
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87
Manage timesheets as an admin
Review everyone's hours by day, week or month, then approve or reject what's been submitted.
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88
Add or edit a timesheet as an admin
Enter hours for someone who forgot to clock in, or fix mistakes on their timesheet.
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89
Set up wages
Add an hourly wage to a staff profile, so that hours are turned into wage costs in your reports.
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90
Configure timesheet settings
Set up paid and unpaid break types, including their default lengths, for the way your clinic works.
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91
Delete a timesheet
Remove a timesheet entered in error, from the actions on its row. This can't be reversed.
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92
Submit your own timesheet
Enter your hours by hand if you didn't clock in, and send them for approval.
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93
Report on wages
See hours and wage costs per person for a period, in the Time Report and Team Report.
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94
Teams and visibility explained
How teams group your staff, and how visibility decides which patients and leads they can see.
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95
Manage patient access
Choose who can view a particular patient record, for VIP or sensitive patients.
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96
Create and manage teams
Group staff by job or site, then set their default homepage and notification settings.
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97
Add staff to a team
Put staff into a team, so that they share its filters and defaults, from the team's own settings.
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98
Filter the calendar by team
Show just one team's diaries, such as only doctors, so a busy calendar is easier to read.
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99
Create and manage visibility groups
Limit what groups of staff can see, area by area, using a named visibility group.
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100
Configure default patient access
Decide what everyone can see by default, when a patient has no specific access set.
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101
Set a default homepage
Choose which page a team lands on after signing in, such as the calendar for practitioners.
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102
Leave management explained
How leave types, policies and requests work together, so you know who is off and when.
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103
Manage leave policies
See all your policies, what each one allows, and who it's assigned to.
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104
Create a leave policy
Set how leave is earned or managed for a group of staff, then assign it to them.
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105
Edit or delete a leave policy
Change how a policy works going forward, or remove one that nobody uses any more.
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106
Use the leave tracker
See each person's allowance and upcoming time off, and make adjustments to their balance.
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107
Approve or decline a leave request
Respond to a request for time off, and check who else is away and which shifts clash.
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108
Edit a leave request
Change a leave request's dates or type, including removing shifts that clash with it.
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109
Request time off
Ask for leave from your own account, with a message for your manager.
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110
Request time off for someone else
Enter leave on behalf of a colleague, such as sickness or a holiday they've told you about.
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111
Create and manage leave types
Add the kinds of time off your clinic tracks, each with a name, icon and active status.
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