Adding Staff and Clinicians

There are two separate steps for a new team member: giving them a login, and, for clinicians, adding them to the diary. This article covers both.

Before you start

• You need to be an owner, practice manager or administrator.
• You cannot give someone a role higher than your own.
• Have each person's work email address ready.

Steps

Give someone a login

1. Open Settings → Team & access. (In the Practice workspace it is also in the side menu as Staff & access.)
2. Choose Invite member.
3. Enter their Email address and choose a Role: Owner, Practice manager, Dentist, Hygienist, Therapist, Nurse, Receptionist, Administrator or Limited user.
4. Choose Create invitation.
5. Maxillo emails them a link that creates their account and adds them to your practice. You will see Invitation emailed to with their address.
6. If the email does not arrive, choose Copy next to the link shown and send it to them yourself. Open invitations are listed under Pending invitations, each with Copy link and Withdraw.

Add a clinician to the diary

1. Open Diary and choose Add clinician.
2. Enter their Name and Professional type, and pick a Column colour.
3. Save. The clinician now has a column in the diary.
4. Open Settings → Rotas & closures, pick the clinician, and set their working days and hours. Without a rota they cannot be booked.
5. If the clinician should only take certain appointment types, open Settings → Appointment types, edit the type and tick them under Clinicians who can take this appointment.

What happens next

The invited person accepts the link, creates their account and lands in the workspace that fits their role. They appear in the members list under Team & access, where you can change their role at any time with the role dropdown beside their name.

The Staff logins item on your Getting started card is ticked once more than one person has a login.

Common problems

• The invitation has expired — choose Withdraw on the old one and create a new invitation.
• A role is missing from the dropdown — you can only assign roles at or below your own. Ask an owner.
• The clinician has a login but no diary column — logins and diary columns are separate. Add them with Add clinician in the Diary.
• The clinician cannot be booked — check they have working hours under Rotas & closures and that the date is not a practice closure.