How to invite and manage your team

Use this guide to onboard new staff, assign them to clinic sites, and manage user permissions.

For a high-level explanation of team management, see About My Team.

Before you begin

Make sure:

• You have Admin or Owner access.

• You have the person's email address and their intended role (e.g., Receptionist).

• You know which locations and services they will be working in.

Step 1 — Invite a new team member

• Navigate to Settings > My Team.

• Click the Invite button (top right).

• Validate the email address — Enter the user's email. The system automatically checks if they have an existing account in the Cosmesoft network.

• Enter personal details — If the user is new to the platform, a registration modal will open. Fill in their Full Name and contact information.

• Select the Member Type:

• Internal — For full-time or part-time staff who work exclusively for your business.

• External — For contractors or specialists shared with other organisations.

• Assign an Initial Role and click Invite.

• Note: The member will receive an email to activate their account and set their password.

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Step 2 — Manage Roles and Permissions

• Select the team member from the My Team list to open their profile.

• Update the Primary Role — Use the Role dropdown menu to assign a baseline level of access. For example, change a user from Receptionist to Admin to grant broader system-wide management rights.

• Customise Location Permissions — In the team list, click the Permissions button next to a member's assigned location. A slide-out panel will appear, allowing you to fine-tune individual access for that specific site. Use the toggles to enable or disable capabilities such as View Financial Reports, Edit Products, or Access Clinical Notes.

• Click Save Changes.

Step 3 — Assign Locations and Services

Staff must be assigned to locations before they appear on calendars.

• Find the team member in the list and click the Actions menu (three dots).

• Choose Manage Locations to enable the specific clinic sites where they work.

• Choose Manage Services to define which treatments they can perform at each site.

• Click Save Changes.

Step 4 — Track status and deactivate

• Use the Invited, Active, and Inactive tabs on the dashboard to monitor your staff lifecycle.

• Resend Invite — Use the actions menu if a member hasn't received their activation email.

• Deactivate — To revoke a member's access, open their profile and set their status to Inactive.

What to do next

• Learn how to manage staff rosters.

• Configure individual practitioner contracts.

• Fix common team issues.