Members

The Members area is where organization administrators build and maintain their team. From one place you can invite therapists and assistants, keep track of pending invitations, activate or deactivate accounts, and configure how assistants support therapists. The page is designed around everyday workflows rather than one‑off settings, so you can quickly find people, adjust their status, and move on with your day.

Who can access this feature

Access to Members is restricted to users who can manage the organization’s roster. In practice, this means administrators. Other roles won’t see Members in navigation and cannot change the team composition.

For what each role can do across the product, see: User Roles & Permissions.

How the page is organized

The Members page uses tabs to separate people by their lifecycle state: Active, Inactive, and Invited. A search bar helps you quickly find a person by name or email, while a role filter limits results to psychiatrists, psychologists, or assistants. Results are shown as cards in a grid so that key details and actions are always one click away. By default, 12 results are shown per page; use the pagination controls at the bottom to navigate between pages.

Each card adapts to the person’s state: - Active/Inactive members show their profile image (if any), full name, email, roles, and when they joined. Their menu contains actions like Deactivate/Reactivate, Remove, and (for assistants) Manage assignments. - Invited entries show the invitee’s email, who invited them, and the invitation date, together with the option to Cancel invitation.

Definitions for Active, Inactive, and Deleted are listed in the Glossary.

Common tasks

Invite new members

Invitations are the safest way to add people to your organization. Start by clicking Add Member, then enter one or more email addresses and choose the appropriate role for each invitee. If you assign multiple roles, pick a Principal Role to indicate the person’s primary capacity in the clinic.

If you’re inviting an assistant, you can decide whether they support the entire organization or only specific therapists. When selecting specific therapists, only those who do not already have a dedicated assistant will appear in the list. You can queue multiple invitations before sending; each invitation consumes one slot from your organization’s invitation allowance. The current allowance (invitations left) is displayed on the invitation screen.

After sending, invitations appear under the Invited tab. You can cancel a pending invitation at any time.

Before inviting: - Check how many invitations are left in your plan. - If you need more invitations, upgrade your plan (or contact support to adjust it).

Steps (concise): 1. Click Add Member. 2. View available invitation slots (invitations left). 3. Enter Email and select Role(s). 4. If multiple roles, choose a Principal Role. 5. If role includes Assistant, choose assignment mode (see below). 6. Add additional invitations if needed (use Add Invitation if available), then Send Invitations.

Find and filter people

Use the search field to locate a member by name or email. Apply the role filter to narrow the list to psychiatrists, psychologists, or assistants. Filters work across the currently selected tab (Active, Inactive, or Invited).

Activate, deactivate, or remove

Sometimes you’ll need to temporarily suspend access or permanently remove someone. From the member card menu: - Deactivate moves an active member to Inactive; their data remains intact and can be restored by reactivation. - Reactivate restores access to an inactive member and returns them to Active. - Remove is available for inactive members and permanently deletes the user from the organization. This action cannot be undone. See Glossary for the implications of deletion.

When you deactivate or remove, a confirmation dialog opens with the exact titles “Deactivate Member” or “Remove Member” and the corresponding action buttons “Deactivate” or “Remove”.

Manage assistant assignments

Assistants can either support the entire organization or specific therapists. To change assignments, open the assistant’s card menu and choose Manage assignments. You can switch between organization‑wide support and targeted support for selected therapists. Therapists who already have a dedicated assistant won’t be available for selection to prevent conflicts. Changes take effect immediately.

Steps (concise): 1. Find the assistant’s card. 2. Open the menu and click Manage assignments. 3. Choose Assign to entire organization or Assign to specific therapists. 4. If specific therapists, select one or more therapists from the list. 5. Save.

Roles and principal role

Members can hold one or more roles: Psychiatrist, Psychologist, and Assistant. When a person has multiple roles, you must set a Principal Role to clarify their primary function in day‑to‑day workflows and reporting. Roles are selected at invitation time; if you need to change them later, contact support.

For a full description of capabilities per role, see User Roles & Permissions.

Rules and limits

• The page shows up to 12 members per page by default.
• Each sent invitation uses one invitation slot from your plan; the current remaining allowance is shown when composing invitations.
• A therapist may have only one dedicated assistant when using “assign to specific therapists.” An assistant can support multiple therapists.
• You can cancel pending invitations from the Invited tab.
• Only administrators can access or change members.

FAQs

• Why can’t I select a therapist for an assistant?
Therapists already assigned to another assistant are hidden to prevent duplicate assignments. Either reconfigure the existing assistant or assign the new assistant to the entire organization.

• Where did a member go after I deactivated them?
Deactivated members move from Active to Inactive. You can reactivate them from the Inactive tab.

• Can I undo a removal?
No. Removal is permanent and deletes the user’s data from the organization. To bring them back, invite them again; prior data cannot be restored.

Related

• User Roles & Permissions
• Glossary – Members

Reference

Tabs and filters

Empty state titles by tab:

• Active: “No active members found” — “There are currently no active members in your organization.”
• Inactive: “No inactive members found” — “There are currently no inactive members in your organization.”
• Invited: “No pending invitations found” — “There are currently no pending invitations.”

Card content by status

Notes: - Joined and Invited dates are formatted according to locale; if not available, the UI shows “N/A”. - “Manage assignments” appears only for members who have the Assistant role and are Active.

Actions and confirmations

Invitations

• Invitations left are displayed on the invitation screen.
• You can add multiple invitations before sending.
• Each invitation consumes one “invitations left” slot.
• Sent invitations appear under the Invited tab and can be canceled via “Cancel invitation”.
• If you run out of invitations, upgrade your plan (or contact support) to increase the allowance.

Assistant assignment (verbatim labels)

Assignment modes when inviting or editing an Assistant:

• “Assign to entire organization (all therapists)”
• “Assign to specific therapists”

Constraints:

• A therapist can have only one dedicated assistant when “Assign to specific therapists” is selected.
• An assistant can support multiple therapists.
• Therapists already assigned to another assistant are hidden from the selection list.

Roles and Principal Role

• Available roles: Psychiatrist, Psychologist, Assistant.
• If multiple roles are selected, a “Principal Role” must be chosen. This determines the primary capacity for workflows and reporting.

Access control

• Only administrators can access the Members page and perform changes.

Tips

• Use search for large organizations.
• Filter by role to focus on specific groups.
• Monitor invitation limits.
• Plan assistant assignments carefully.
• Prefer deactivation over removal when in doubt.
• Cancel unused invitations to reclaim slots.