Inviting your team and setting roles

Valian is meant to be run by your whole front-desk team, not just whoever set it up. When you invite your staff, everyone works from the same live view — the same schedule, the same tasks, the same patient history — 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.

Roles at a glance

When you invite someone, you choose their role. Roles decide what a person can see and change:

• Admin — full access. Admins can change how Amy runs (hours, greeting, service menu, booking rules), manage billing and the wallet, invite or remove teammates, and turn security settings on. Give this to the practice owner and your office manager.
• Team member — the everyday front-desk role. Team members work the schedule, the inbox, tasks, and patient records, and place calls through Amy. They don't change practice-wide settings or billing. Give this to the rest of your staff.

You can change someone's role later, so start people where they need to be today and adjust as responsibilities shift.

Invite a teammate

Turn on two-factor authentication

Two-factor authentication (2FA) adds a second check at sign-in, so a stolen password alone can't get into your account. Because your dashboard touches patient information, we strongly recommend every Admin turns it on.

1. Open Settings → Two-factor auth.
2. Follow the prompts to link an authenticator app on your phone.
3. Save your backup codes somewhere safe in case you lose the phone.

Full walkthrough: 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, select the person, and switch their role. It takes effect immediately.
• Remove access: select the person and remove them. Their login stops working right away — no shared-password scramble, no waiting. Their past activity stays on record so your history is intact.

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 — Valian bills for what Amy does, not for how many of you log in.

Can a team member change my hours or greeting? No. Those practice-wide settings, plus billing, are Admin-only. Team members work the day-to-day — schedule, inbox, tasks, patients — without being able to change how Amy runs.

Someone didn't get their invite email — what now? Ask them to check spam first. If it's still missing, remove and re-send the invite, and double-check the email address. Invites are tied 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 instantly when someone leaves. Never share one account across the front desk.

What happens to a departed employee's work? It stays. Removing a login only stops future sign-ins; every call, note, and booking they made remains on the record where it belongs.