Team Members
Invite reception, managers, assistants and finance managers, limit them to branches, change roles, transfer ownership, and remove access
Navigate to Dashboard → Settings → Team. Owners and managers can invite and remove members. Everyone else sees the list.
Inviting a team member
Pick a role
Under Invite to the team, pick a card:
- Doctor: sees patients, writes notes. It opens the Doctors page, where doctors are added.
- Manager: everything except salaries. Only the owner can add a manager.
- Reception: bookings, check-in and payments.
- Doctor's assistant: works with chosen doctors: queue and check-in. Shown when the clinic has doctors. Pick their doctors under Works with (at least one). See Doctor's Assistants.
- Finance manager: Finance, expenses and payments. Shown to the owner only.
- Add custom role: opens the role editor, where you name a new role and pick exactly what it can do. Once saved, it is picked for this invite. See Roles & Permissions.
The cards show your clinic's names for these roles. If your clinic made its own roles, pick one under Or one of your clinic's roles. See Roles & Permissions.
Choose branches (optional)
If you have more than one branch, tap the branches this person works at under Branch access. If you choose none, they see all branches.
Enter their email and tap Invite
What happens next depends on whether they already use Docistra (see below).
| The email... | What happens |
|---|---|
| Is new to Docistra | They get an invitation email and are added to your team right away. |
| Already has a Docistra account | Docistra copies an invite link to your clipboard. Send it to them. They open it, sign in with that email, and tap Accept invite. The link is valid for 7 days. |
Doctors are not invited here. Add them on the Doctors page, which creates their invite link.
Tap Roles explained on the page for a quick summary of what each role can do.
The team list
Shows each member's name, email or phone, role, and branches (All branches when unrestricted). The role is shown by your clinic's name for it: Owner, Manager, Doctor, Reception, or a role your clinic renamed or made.
A doctor's assistant also shows With: and their doctors, with Change to pick other doctors.
Removing a member
Tap the remove (trash) icon next to the member and confirm. They lose access immediately. Their past work (bookings, notes, payments) stays in the system.
You can't remove the owner or yourself, and only the owner can remove a manager.
Changing a member's role
Owners and managers can change a member's role with the role menu in the team list: any of your clinic's roles, including the ones you made on the Roles tab. The change applies right away.
- Only the owner can give a Manager-level role, or change the role of someone who has one.
- Only the owner can move someone into or out of a role that sees the money or salaries, such as Finance manager. A lock icon marks the members a manager can't change.
- Moving someone to Doctor's assistant asks for their doctors first. Moving an assistant to another role removes their doctor links; if they come back to the role, they start fresh.
- You can't change your own role or the owner's role.
- A doctor's role can't be changed here, because it is tied to their doctor profile.
Branch access is set when you invite. To change someone's branches, remove them and invite them again.
Clinic owner
The owner is the account that created the organization. The owner can hand the organization to another member.
Transferring ownership
Tap the crown next to the member
Make owner (the crown icon) appears next to every other member. Only the owner sees it.
Choose your new role
Under And you become:, pick Manager (everything except salaries) or Reception (bookings and payments).
Tap Transfer
The member becomes the owner, with every permission including billing, and you get the role you chose. The page reloads with your new permissions.
Once you transfer, only the new owner can transfer ownership back.