Getting started · 3 min read · Beginner
Inviting your team and setting roles
Add your staff so everyone works from the same live view. Choose each person's role, and remove access in two clicks when someone leaves.
Updated Sep 28, 2026
Valian is meant to be used by your whole team, not just whoever set it up. When you invite your staff, everyone works from the same live view, so nothing lives in one person's head or one person's login. This guide covers adding people, picking the right role for each, and keeping access tidy as your team changes.
Tip
Give each person their own login. Shared logins hide who did what and make it hard to turn off access cleanly when someone leaves. Individual logins are safer and free.
Roles at a glance
When you invite someone, you choose their role. Roles decide what a person can see and change.
On Insurance Verification there are two roles:
- Admin: everything, including your plan and billing, and the team. Give this to the practice owner.
- User: runs checks and manages patients, with no billing. Give this to the rest of your staff. Every new invite starts as User.
On the Full System and Communications there are five roles: Owner / Admin, Manager, Location admin, Staff, and Viewer.
You can change someone's role later, so start people where they need to be today. See Roles and permissions for exactly what each role can do.
Invite a teammate
- Open Settings → Team & logins. You'll see everyone who currently has access.
- Type the person's work email in the Send an invite box.
- Choose their role based on what they need to do.
- Select Send invite. They get an email with a link to set their own password and sign in. The invite goes to that exact address.
- Check the Invited tag. Their row shows Invited until they sign in for the first time. Then the tag goes away.
Only an Admin can invite on Insurance Verification. On the Full System, an Owner / Admin or a Manager can. Full step-by-step: Add another user to your practice.
Each person's sign-in
Every person manages their own password and two-factor authentication in Settings → Sign-in & security. No one else, including an Admin, can see or set it. See Turn on two-factor authentication.
Change a role or remove someone
People move on, and access should move with them.
- Change a role: open Settings → Team & logins and pick a new role from the menu on the person's row. It saves right away. If they're signed in, 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.
Do the removal the same day someone leaves. It's the single most important account-security habit for a small practice.
Frequently asked questions
How many people can I add? As many as your practice needs. There's no per-seat charge, and adding people doesn't change your bill.
Can a User change our plan or billing? No. On Insurance Verification, only an Admin sees Plan & billing.
Someone didn't get their invite email. What now? Ask them to check spam first. If it's still missing, check the address on their row, then select Cancel invite and send a new one. Invites go to the exact address you entered.
Does each person need their own login? Yes, and it's worth it. Individual logins show who did what and let you cut off access cleanly when someone leaves. Never share one login across the office.
What happens to a departed employee's work? It stays. Removing a login only stops them from signing in to your practice.
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.