The Team plan gives you the tools to collaborate with your team members while keeping full control over how your practice runs. This guide covers setting up roles and permissions, inviting your team, collaborating on shared resources, and choosing how your team handles billing.
In this article:
- Before You Begin
- Roles and Permissions
- Adding and Inviting Team Members
- Collaborating With Your Colleagues
- Managing Your Team's Billing
Before You Begin
📍 Note: This guide is written for practices on the Team plan. If you're on the Plus plan, some features below, particularly resource sharing, work differently or aren't available to your admin team members.
Only practitioner team members can own resources, so only practitioner-owned resources can be shared with the rest of your team. Keep this in mind as you plan who creates your services, forms, and templates.
Roles and Permissions
The Team plan lets you add team members with their own unique logins who can work and collaborate in your practice with you. As the team owner, you have full control over their permissions and can set access by individual or by role.
Practice Better has four typical user types:
- Team Owner: the practice's primary account holder, which also assumes a practitioner seat. Billing statements are always sent to the team owner only.
- Practitioner: creates and manages their own resources, like bookings, forms, session notes, and protocols. Practitioners are also the only role that can own resources shared with the rest of the team.
- Administrative User (Admin): supports practitioners by managing resources on their behalf, adjusting basic settings, and chatting with team members and clients (with permission).
- Practice Admin: an additional permission you can grant to any practitioner or admin. It lets them manage team members, update permissions, and handle subscription settings, so you can delegate team management without handing over full owner access.
Learn more about Managing Roles & Permissions for Team Members →
You can use client tags to restrict visibility for certain team members. For example, you can tag all clients belonging to Practitioner A, then set Practitioner A's permissions so they only see those clients.
Learn more about Restricting Team Member Access With Client Permission Tags →
Adding and Inviting Team Members
Once your roles are set up and you know what permissions each person needs, you can start adding people to your team.
The Team plan includes the team owner, one practitioner, and two admin licenses by default. If you need more team members, you can add seats by going to your Profile menu > My Subscription and clicking View add-ons.
Learn more about Inviting and Managing Team Members in Practice Better →
Transferring Existing Practice Better Users
You can invite an existing Practice Better user (from a solo plan) to join your team. When they join as a practitioner on your team, their account merges into your team.
Learn more about Transferring Existing Practice Better Users into Your Team Account →
Collaborating With Your Colleagues
Sharing Resources
When you add resources to the platform, like services and forms, you can share them across your team instead of duplicating the work. Sharing is a great option for teams offering similar services, since it streamlines setup and keeps the client experience consistent. It's optional, so it may not be the right fit for teams where practitioners work entirely independently.
Learn more about Sharing Resources with Team Members → and Mass Sharing Resources with Team Members →
📍 Note: Only practitioner team members can own and share resources. Admin team members can use shared resources but can't create or own their own.
Assigning and Sharing Tasks
Team members can assign tasks to each other and share tasks across multiple people, so nothing falls through the cracks when work crosses more than one person's plate.
Learn more about Assigning or Sharing Tasks with Team Members →
Secure Chat and Group Chats
Depending on the permissions you set up above, team members can communicate with each other using Secure Chat, including group chats or chats shared with clients.
If you have an existing chat with a client, you can invite other practitioners to join and see the chat history. Direct chats with clients can also be shared at the team-member level.
- Learn more about Messaging with Clients Through the Practice Better Portal →
- Learn more about Using Group Chats and Shared Chats →
Managing Your Team's Billing
The Team plan gives you two ways to handle client payments, and the right one depends on how your practice is structured.
- Managed billing routes all client payments through the team owner's connected payment processor. It's the better fit when the team owner collects revenue centrally and handles payouts or payroll separately; you get one processor and one place to track all team revenue.
- Unmanaged billing has each team member collect payments through their own connected processor. It's the better fit for independent contractor models, where each practitioner manages and reports on their own revenue.
If you enable unmanaged billing, each team member needs their own payment processor connected before they can collect payments.
Learn more about Getting Started with Practice Better Payments →
As the team owner, you'll first need to grant the Link Payment Processor permission to that team member's role before they can connect their own account.
Learn more about Setting Up Managed Billing for Your Team →