Account & security · 4 min read · Beginner
Add another user to your practice
Give a new front-desk person or provider their own login in under a minute. Send an invite, pick their role, and manage or remove access whenever your team changes — no shared passwords, no per-seat fees.
Updated Jul 9, 2026
Everyone on your front desk should have their own login. Individual accounts show who did what, let each person set their own password and two-factor auth, and let you cut off access the moment someone leaves — none of which is possible with a shared login. Adding a user takes about a minute, and Valian never charges per seat, so add as many teammates as your practice needs.
Tip
Add people as your role, not their job title. A hygienist who works the schedule needs a login; a provider who only needs to appear on the calendar so Amy can book them may not. See Roles and permissions to match each person to the right access.
Before you start
To add or remove users you need the Owner or Admin role. If your role is Front desk or Read only, ask whoever owns the account to invite the new person, or to bump your role. Adding a user does not touch your wallet — logins are free.
You'll also want the new person's work email. The invite is tied to that exact address, so only they can accept it.
Send an invite
- Open Settings → Team & logins. You'll see everyone who currently has access, with their role, last-active time, and whether two-factor auth is on.
- Select Invite. Enter the person's full name and work email.
- Choose their role — Owner, Admin, Front desk, or Read only — based on what they need to do day to day. You can change it later.
- Send the invite. They get an email with a secure link to set their own password and sign in. Nothing is shared or reused.
- Confirm they're active. Until they accept, they show as Invited in the list. Once they set their password, the status flips to Active and they're working from the same live view as the rest of your team.
Note
Adding a login is not the same as adding a provider to your schedule. A provider appears on the calendar so Amy can book them; a login lets a person sign in to the dashboard. Someone can be one, the other, or both. Providers live under Settings → Providers.
Manage a pending invite
An invite that hasn't been accepted yet sits as Invited in your Team & logins list. From the row, you can:
- Resend the invite — if the first email got lost or expired. This sends a fresh link to the same address.
- Cancel the invite — if you added the wrong person or the wrong email. The old link stops working immediately.
Invites are tied to the exact email you typed, so if someone can't find theirs, check spam first, then confirm the address is spelled correctly before you resend.
Change a role or remove access
People change desks and people move on, and access should move with them.
- Change a role: open Settings → Team & logins, select the person, and switch their role. It takes effect right away — no re-invite needed.
- Remove access: select the person and remove them. Their login stops working immediately. Their past activity — every call, note, and booking — stays on the record so your history is never disturbed.
Do the removal the same day someone leaves. It's the single 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 — Valian bills for what Amy does, not for how many of you log in.
Someone didn't get their invite email — what now? Ask them to check spam. If it's still missing, resend the invite from the Team & logins list, and double-check the email address is exactly right. Invites are tied to the address you entered.
Can a new user change my hours, greeting, or billing? Only if you give them the Owner or Admin role. Front desk and Read only users can't change practice-wide 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 future sign-ins; the calls, notes, and bookings they made remain on the record.
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 on rolling Valian out to your staff, read Inviting your team and setting roles.
Still need a hand?
Reach the Valian team any time at help@valiansystems.com, or open a ticket from the Help Center inside your dashboard. During onboarding, your onboarding contact is at onboarding@valiansystems.com.