Inviting your team

You can add as many team members as you need. Each person gets their own login, and you control what they can open.

Sending an invite

Only the clinic owner can invite and manage team members.

1. Go to Settings > Team and find Invite a team member.
2. Enter their Email address and Their name, then pick a Role: Practitioner, Prescriber or Admin.
3. Press Send invitation.

They get an email with a link. The link signs them in, asks them to choose a password, and lands them in your clinic already joined. There is nothing for them to set up first and no password for you to pass on. The emailed link works once and lapses after seven days.

The role note under the dropdown tells you what that seat will start with before you send it, so there are no surprises when they arrive.

Giving a login to somebody already on your list

If a team member came across in an import and has never signed in, use Link to an existing team member on the same form. The invite then hands them the profile you already have, rather than creating a second one, and their current role applies. Anyone who has already signed in cannot be linked this way, because an invite must never be able to adopt a working account.

If the email does not arrive

Pending invitations are listed under the form, each with three buttons:

• Resend sends a new link with a fresh seven-day expiry. The earlier link stops working. This is the one to use when an invite has already lapsed.
• Get link gives you a sign-in page with their email address filled in, which you can share by text or WhatsApp. They press Email me a link and use the link sent to their own inbox to sign in and join.
• Cancel withdraws the invitation.

Prefer not to email at all? The Or share a code section at the bottom of the page gives a code per role, which they enter while creating their account at /register.

Someone on your team who has never signed in

Team members who came across when your records moved to AesthetiClinic already have an account but no invitation, so there is nothing to resend. The Staff table marks them Never signed in.

Open their card and, under Signing in, press Send sign-in link. They get an email with a link that signs them in and then asks them to choose a password. No password is sent, and you never need to know theirs. The link works once and expires a short time after you send it (the card says how long), so send it when they are ready to use it. The card also shows when you last sent one.

Roles

There are four roles: Owner, Prescriber, Practitioner and Admin. The role sets the starting point, and the switches under Access on each person's card (Finance and reports, Rota and Clinical record) decide the rest. See Choosing the right role for each team member for what each one starts with.

Prescribing is set separately from the role, under Settings > Prescribing. Only prescribers can approve and send prescriptions, and the Staff table has a Prescriber column so you can see at a glance who can.

When somebody leaves

1. Go to Settings > Team and open their card.
2. At the bottom, under Remove from the clinic, press Remove from clinic, then confirm.

They lose access to your clinic straight away, drop out of your calendar and your public booking page, and stop counting towards your next renewal's billed seats if they held appointments. Your subscription has a minimum of one billed seat. Everything they have already done stays exactly as it is and stays in their name: past appointments, treatment records, sign-offs and their documents. They are then listed in a collapsed Removed section below the Staff table, so you can still see who used to have access.

If they still have appointments in the diary, you are told how many first. You can move or cancel them, or press Remove anyway: those appointments stay in the diary in their name until you move or cancel them.

If they also work at another clinic on AesthetiClinic, that is untouched. Only owners can remove somebody.

Pending invitations show when they were sent and when they expire. Sending is paced, so follow any wait message. Owners can also see team members who joined in the last seven days. Removing a team member revokes their pending invitations.