Staff

The Staff tab is where you manage access for all clinic collaborators. Not all users see the same information; access is restricted based on the Role assigned to each person, protecting sensitive data and preventing unauthorized changes.

Role Hierarchy and Permissions

It is essential to assign the correct role to each person based on their function:

Role	Access Level	Typical User
Administrator (Administrador)	Full access. Can configure clinic settings, manage staff, view billing, and access complete audit logs	Clinic owner, operations manager
Staff (Personal)	Operational access. Can manage appointments and the calendar, but has restrictions on deep system configuration	Receptionist, front-desk coordinator
Provider (Proveedor)	Professional-focused access. Can view their own schedule and patient list	Doctors, specialists, therapists

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The Administrator role has the highest privileges, including the ability to delete staff accounts and modify all clinic settings. Assign this role only to trusted personnel who need full system control.

Inviting New Staff

The onboarding process is straightforward and secure:

1. Click "Invite Staff" (Invitar Personal).
2. Enter the collaborator's email address.
3. Select the initial Role (Administrator, Staff, or Provider).
4. Click "Invite". The system sends an activation email to the collaborator.
5. The new team member clicks the link in the email to activate their account and set their password.

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The invitation email is valid for a limited time. If the collaborator does not activate their account promptly, you may need to resend the invitation.

Managing Existing Staff

Edit staff

You can change a collaborator's access level (role) at any time. This is useful when:

• A receptionist is promoted to a coordinator role
• A provider takes on administrative responsibilities
• Temporary role adjustments are needed during staff shortages

Delete (Eliminar)

If an employee leaves the clinic, immediately revoke their access by deleting their account. This maintains data security and prevents unauthorized access to patient information.

Status monitoring

The staff list shows at a glance:

• Who is Active in the system
• Account creation and last activity dates
• Current role assignment

Best Practices

1. Grant the minimum role needed for each user's responsibilities. This follows the principle of least privilege and reduces operational risk.
2. Review access monthly, especially after team changes, terminations, or role adjustments.
3. Remove unused accounts immediately when someone leaves the clinic.
4. When onboarding new staff, verify role assignment, language preference, and notification settings in the same session so they can operate correctly from day one.
5. Keep at least two Administrator accounts active to avoid lockout scenarios.