Admin Users and Practitioners are different user types, so an Admin User can't be converted in place. To make a team member a Practitioner, archive their Admin User profile, then invite them again as a Practitioner. This article walks you through the steps, the email address requirement, and what to expect after the switch.
In this article:
- Before You Begin
- Reusing the Same Login Email Address
- Archiving the Admin User and Inviting Them as a Practitioner
- Already Archived Without Changing the Email?
- What to Expect After the Switch
- Troubleshooting Missing Invite Options
Before You Begin
- You need the Practice Better Team Plan to add more than one Practitioner. Follow the steps here for Updating Your Practice Better Subscription Plan →
- Archiving the Admin User comes first, and the Practitioner invite follows. After you archive, you can't re-invite the same email address.
- User types can't be swapped in either direction. Changing a Practitioner into an Admin User follows the same process: archive their profile, then invite them again with the new user type.
- You don't need an open Practitioner seat to archive. If your plan has no open Practitioner seats, purchase a Practitioner add-on before you send the invite. Add-ons appear on your next upcoming bill. Review Managing Subscription Add-Ons and Credits → for add-on details.
- Archived team members no longer count toward your plan limit. Their resources stay in your portal.
- The Practice Admin permission lets an Admin User manage your team and subscription. It does not make them a Practitioner.
⚠️ Important: Change the team member’s login email before you archive the profile. You can't re-invite an archived email address.
Reusing the Same Login Email Address
To invite the team member as a Practitioner with the same email, the Admin User must first switch to a different login email.
If they don’t have a secondary email address, they can use an alias, for example mary.smith+admin@gmail.com. Then you can invite mary.smith@gmail.com as a Practitioner.
Review the steps for Updating Your Login Email Address →
📍 Note: Each team member updates their own login email from their own profile. Team owners and admins can't update it on their behalf.
Archiving the Admin User and Inviting Them as a Practitioner
- Go to Profile > My Team.
- Click the More Options menu (3 dots) next to the Admin User, then select Archive.
- Click Invite people under Team Members.
- Select Practitioner as the user type, enter their details, and click Next.
- Select a Role and Team member access level. You can reuse an existing Practitioner role, or create a new role first if you want a distinct set of permissions. Learn more about Managing Roles & Permissions for Team Members →
- Click Send invite.
✅ Your team member receives an email with activation instructions for their new Practitioner profile.
Learn more about Inviting and Managing Team Members in Practice Better →
Already Archived Without Changing the Email?
If you archived the Admin User before changing their login email, contact Practice Better Support → and request that the email address be released.
Support needs written consent, sent from the email address that needs to be released. Once Support releases the email, you can send an invite as a Practitioner.
What to Expect After the Switch
Resources and integrations
Admin Users don't own resources in Practice Better. Work an Admin User did on behalf of a practitioner belongs to that practitioner, so archiving the Admin User does not remove any work and nothing needs to transfer. Admin Users also can't connect integrations under their own profile, except for Google Calendar, so no critical integration connections are tied to the archived profile.
Google Calendar can be relinked when the team member activates their practitioner profile.
Client access
By default, a Practitioner accesses only their own resources. What the new Practitioner sees among existing clients depends on any client tag restrictions on their role or individual permissions.
Learn more about Restricting Access to Specific Clients → and Understanding Team Member Access to Client Work →
Troubleshooting Missing Invite Options
If Invite people or Practitioner options are greyed out or unavailable, your plan has reached its Practitioner limit.
Archiving the Admin User doesn't add Practitioner seats. Purchase a Practitioner add-on to continue: Managing Subscription Add-Ons and Credits →