Add another user to your practice

Everyone at your office should have their own login. Individual logins show who did what, let each person pick their own password, and let you cut off access the day someone leaves. None of that works with a shared login. Adding a teammate takes about a minute, and logins are free, so add everyone who needs one.

Before you start

Only some roles can add or remove people:

• Insurance Verification: only an Admin.
• Full System and Communications: an Owner / Admin or a Manager.

If you don't see the Send an invite box on Team & logins, your role can't invite. Ask one of those people to do it. Adding a teammate doesn't change your bill.

You'll also need the new person's work email. The invite goes to that exact address.

Send an invite

Which roles you'll see

Insurance Verification offices have two roles:

• Admin: everything, including your plan and billing, and the team.
• User: runs checks, manages patients, and can update your practice setup. No Plan & billing, and can't invite or remove people.

A new invite starts as User. Only an Admin can make someone an Admin.

Full System and Communications offices have five roles: Owner / Admin, Manager, Location admin, Staff, and Viewer. See Roles and permissions for what each one can do.

Cancel an invite

If you typed the wrong address, or the person never got the email, select Cancel invite on their row (an older invite sits under Pending invites with a Cancel button). The link they were sent stops working. Then send a new invite to the right address. That's also how you send someone a fresh link: cancel the old invite and invite them again.

Change a role or remove access

People change jobs and people move on, and access should move with them.

• Change a role: on Team & logins, pick a new role from the menu on their row. It saves right away, with no Save button. If they're signed in at the time, ask them to sign out and back in.
• Remove access: select Remove on their row and confirm. They can no longer sign in to your practice. The work they did stays in your records.

A few rules apply to every office: you can't change your own role or remove yourself, and your practice always keeps at least one Admin (Owner / Admin on the Full System). Make someone else an Admin before you change the last one.

Do the removal the same day someone leaves. It's the most important account-security habit for a small practice, and it takes two clicks.

Frequently asked questions

How many users can I add? As many as you need. There's no per-seat charge, and adding people doesn't change your bill.

Someone didn't get their invite email. What now? Ask them to check spam. Then check the address on their row. If the address is wrong, or the email still hasn't come, cancel the invite and send a new one.

Can a new user change our billing? On Insurance Verification, only an Admin sees Plan & billing. A User never does. On the Full System, Staff and Viewer can't change settings or billing. See Roles and permissions for the full breakdown.

What happens to a removed user's work? It stays exactly where it is. Removing a login only stops them from signing in to your practice.

Where do I see who ran a check? On the patient's full benefits report, under Verification history, in the By column.

Should each person really have their own login? Yes. Shared logins hide who did what and make it impossible to cut off access cleanly. Individual logins are safer, and they're free.

I'm setting up my whole team at once. Is there a faster path? Same flow, one person at a time. For the bigger picture, read Inviting your team and setting roles.