---
title: "How to invite and manage your team"
url: "https://support.cosmesoft.app/en/article/how-to-invite-and-manage-your-team"
language: "en"
last_updated: "2026-09-05T00:49:42.983Z"
---

# 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**.

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## 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.

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## 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.

![dce6d0d9-a3b4-4d45-a070-7c78e50e8214.png](https://cdn-assets.productfruits.com/29c084fa-c731-4a4e-84ae-36f1f0a3a546)

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

![f7009d21-3cf5-43e7-8597-bd3c0caf52d3.png](https://cdn-assets.productfruits.com/785084f3-8ae1-4efa-96ce-7c7380af14c4)

-   **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**.

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## 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**.

![6e8e6d72-64c1-4699-8e17-cc2daf4ada9e.png](https://cdn-assets.productfruits.com/d51aef18-c201-4b76-bfcc-0c98271a2420)

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## 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**.

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## What to do next

-   Learn how to [manage staff rosters](https://support.cosmesoft.app/en/article/how-to-create-and-repeat-staff-rosters).

-   [Configure individual practitioner contracts](https://support.cosmesoft.app/en/article/how-to-create-and-manage-a-contract).

-   [Fix common team issues](https://support.cosmesoft.app/en/article/fix-common-my-team-issues).

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