This guide explains how to manage team members in Practice Better, including user roles, adding and removing members, managing resources and settings, and monitoring team activity.
- Adding Team Members
- Filtering Resources
- Managing Settings
- Deactivating a Team Member
- Archiving a Team Member
- Deleting a Team Member
- Monitoring Activity
Types of Users
Before we jump into setting up team members, let's get familiar with the types of users in Practice Better:
- Team Owner: A Practice Better account must have one owner which corresponds to a clinic owner or practitioner in a solo practice. Billing statements associated with your account will only be sent to the team owner.
- Practitioner: A practitioner (e.g., a Nutritionist or Health Coach) can create and manage their own resources (e.g., bookings, forms, session notes, protocols).
- Administrative Users: An admin user (e.g., scheduling assistant or bookkeeper) can create and manage resources on behalf of a practitioner. An admin user can also adjust basic settings (e.g., notification preferences), create snippets, and chat with other team members (and clients if granted permission).
- Practice Admin: Can manage team members, update permissions, troubleshoot access issues, and oversee subscription settings. You can grant Practice Admin permissions to both existing admin and practitioner roles on your team.
Adding Team Members
The number of team members you can add may be limited by your plan type. Review your plan's features on our pricing page.
- Go to the profile menu (top-right corner) and select My Team.
- Click the Add role button and define a role to control what each team member can access. Learn more about setting up roles.
- Click Invite people under Team Members.
- Select a user type, enter the invitee's contact info and click Next.
- Select a Role and Team member access level from the drop-down list. Learn more about Team member access.
-
Click Send invite to invite the team member. The invitee will receive an email with activation instructions.
Revoking an Invitation
Until the recipient accepts the invitation, you will see Pending Invitations on the My Subscription page.
To cancel a pending invitation, select Revoke from the More options menu next to the pending invite.
Team Member Add-ons
The Plus Plan price includes one admin user; up to two more can be added by purchasing add-ons.
The Team Plan price includes the team owner (practitioner), one practitioner, and two admin users. Additional team members can be included by purchasing add-ons.
Learn more about managing add-ons here.
- Access add-ons from My Subscription in the profile menu.
- Click View add-ons, select the Administrative User add-on, and choose the number of users to add.
- Select the type of Add-on you want to purchase, then select the number of users you'd like to add to your account.
Filtering Resources
Use resource filters by team member in most portal sections (e.g., My Services, My Calendar, My Availability).
You can view resources for other team members by selecting their name from the picklist.
Enable client resource filtering by default. Learn more.
Go to your Settings > Portal Preferences and locate this option under the Client Record Preferences section.
Leave unchecked to view resources for all practitioners you have access to.
If enabled, we'll display only resources you've created when viewing sections of your clients' files (e.g. notes, protocols, invoices).
When creating resources on behalf of another member, their name will appear in the toolbar.
Resources can be shared among team members for collaborative management. Learn more.
Managing Settings
Switch between team members using the switcher in the bottom-left corner of the settings screen.
Select a team member from the pop-up to adjust their settings as needed.
Deactivating & Deleting Team Members
Deactivating Team Members
Select Deactivate from the More Options menu next to a team member’s name.
Deactivated members lose portal access but still count toward your plan limit and subscription.
Archiving Team Members
Select Archive from the More Options menu to permanently revoke access.
Archived members do not count toward your subscription plan limit. Remove any add-ons associated with them if no longer needed.
Archived members cannot be reactivated, but their resources remain available in the portal.
Archived team member resources are not deleted and will still be available to you in your portal.
Deleting Team Members
Archive the team member first, then contact our support team to request the ability to delete your team member.
Deleting a team member is permanent and cannot be reversed.
All resources belonging to the deleted member are immediately removed from the system after confirmation.
Monitoring Activity
Track changes to resources (e.g., session notes updates) via My Team > Activity tab.
Click the arrow next to an activity entry for more details.