Help / Admin & billing

Invite users and manage facility access

Add new staff to a facility, assign the correct role, and — for larger cohorts — run a bulk upload.

Before you start

• You need the admin or superadmin role.
• Roles must already be configured in Organization Role Config before you assign them. See Role Config.
• For bulk upload, prepare a CSV using the template described in Data Import & Export.

Add a user

1. Select the correct facility in the Organization Selector.
2. Navigate to HR & Compliance in the sidebar.
3. Open New Employee Onboarding (to create a new user) or Facility Users (to manage existing access).
4. In the Create/Edit User form, complete the fields:

Field	Notes
First Name, Last Name, Email	Required; email must be unique per organization
Phone, Date of Birth, Home Address	Optional
Role	From the roles seeded in Organization Role Config
Facility Assignment	Multi-select — a user can be assigned to more than one facility in a single save
Training Status	Not Started / In Progress / Completed

5. For clinical roles (clinician and provider profession titles such as NP, PA, MD, DO, RN), additional provider fields appear — Profession Title, NPI, and related credential fields. These are hidden for non-clinical roles.
6. Save. The user is created across all assigned facilities and receives an invite email to set their password.

The HR & Compliance hub. Use Facility Users to manage access for existing staff, and New Employee Onboarding to create a new user.

Assign or change a role after invite

1. Navigate to HR & Compliance → Facility Users.
2. Find the user by name or email using the search field.
3. Click Edit next to their row.
4. Change the Role dropdown and click Save.

Changing a role takes effect on the user's next page load. If you demote a user from admin, they lose access to HR & Compliance and Administrator screens.

Bulk Employee Upload

When onboarding a large cohort, use Bulk Employee Upload rather than inviting users one by one.

1. Navigate to HR & Compliance → Bulk Employee Upload.
2. Download the CSV Template from the upload panel.
3. Populate the template. Recognized columns include first name, last name, email, role (required), plus optional phone, facility assignment, and provider fields (provider_first_name, provider_last_name, provider_print_name, provider_initials). Multiple facilities can be assigned in one create.
4. Upload the completed CSV.
5. The system previews a validation table — review any rows flagged (typically duplicate email or unknown role).
6. Confirm the upload.

See Data Import & Export for the full column spec.

Result

New users appear in Facility Users. Once they set their password, their status becomes active. If a user does not accept, resend the invite from their row.

Troubleshooting

Symptom	Likely cause	What to do
Role dropdown is empty	No roles configured yet	Complete Role Config first
Invite email not received	Email landed in spam, or typo in address	Check spam; resend or correct the email via Edit
"Email already in use" on create	User already exists in the organization	Add the existing user to the facility instead of creating a new record
Provider fields (NPI) not showing	Role is not a clinical role	Set a clinical role first; the provider fields then appear