Add users to your team
Add a new team member to the panel and set up their role, permissions, phone and availability step by step.
4 min read
Patient coordinators, sales reps, doctors and the clinic manager — everyone who works in the panel should have their own user. That way every conversation and every patient is assigned to the right person, reports show who is handling how many patients, and every change is traceable.
Tip
MedicalGrow includes unlimited users with no per-seat fees. Add your interpreter, transfer coordinator or part-time staff too — nobody needs to share a password.
Before you start
- You need the Admin role to add users.
- Have the person's work email address ready. Each email address can belong to only one user.
- Decide in advance what the person should see: all patients, or only those assigned to them? If you're not sure, see the Team roles setup playbook.
Open the team list
- Open Settings → My Staff. Here you see every user with their email, phone and role.
- Click Add Employee in the top-right corner.
Enter the user's details
The window that opens has tabs on the left: User Info, Call & Voicemail, User Availability and Roles & Permissions. Tab names and order may vary slightly between interface updates; the content is the same.
- On the User Info tab, fill in First Name, Last Name and Email. This is the name patients see — messages will read like "Zeynep from Aura Dental".
- Enter the person's mobile number in Phone and, if you use them, their extension in Extension. The phone number is used for call forwarding and notifications.
- Enter a temporary password in Password. Login details are sent to the user by email; ask them to change the password and switch on two-factor authentication at first login (My profile).
Set the role and permissions
- Go to the Roles & Permissions tab and choose Admin or User as the User Role.
- Admin: sees all data and has full access to Settings. For the clinic manager and operations lead.
- User: only uses the modules you switch on. For coordinators, sales reps and doctors.
- Use the module switches to choose which areas the person can open: Dashboard Stats, Conversations, Contacts, Opportunities, Calendars, Reporting, Settings, Tags and so on. Each switch is explained in Roles and permissions.
- If the person should only see patients assigned to them, switch on Only Assigned Data. For the effects and pitfalls, see Restrict data access.
- Click Save. The user appears in the list and can log in.
Heads up
Don't give a new sales rep the Admin role on day one. Admins can export the full patient list, delete users and change integrations. Start with the User role and add permissions as needed.
Phone and voicemail settings
If your clinic uses the MedicalGrow phone system, you can assign the user a number. A patient in the UK then calls a local number and the call reaches the right person.
- On the Call & Voicemail tab, choose the number this user will call from and receive calls on.
- If calls not answered in the panel should forward to their mobile, switch on forwarding and upload a voicemail recording in the patient's language.
For buying numbers and general routing rules, see Phone system. For how calls appear in the panel, see Calls and voicemail.
Availability
If the user takes bookings in team calendars (for example a doctor running online consultations), enter their working hours.
- On the User Availability tab, choose the user's Time Zone. For a rep working from the London office, pick Europe/London.
- Enter working hours for each day of the week and switch off the days they don't work.
For calendar-side details, see Availability.
Edit a user
To change a user's role, phone or permissions, click the pencil icon on the right of their row in My Staff. The same tabs open; make the change and click Save. Permission changes take effect the next time the user refreshes the page.
Delete a user
When someone leaves the team, remove their access the same day.
- Open the Settings → My Staff list.
- Click the bin icon on the departing person's row.
- Read the warning and confirm with Delete.
Important
Before deleting, reassign the person's patients and open opportunities to a colleague. Otherwise those records become "unassigned" and users with Only Assigned Data won't be able to see them. For bulk reassignment, see Bulk actions.
If the person is leaving temporarily (for example on parental leave), you can change their password and switch off their module permissions instead of deleting them, then switch everything back on when they return.
Common issues
I get an "Email already exists" error. The email may already be registered on another MedicalGrow account. Use a different work email or message our support team on WhatsApp.
The new user can't see any patients. Most likely Only Assigned Data is on and no patients have been assigned to them yet. See Restrict data access.
The user can't see a menu. The matching module switch is off. Turn it on in the Roles & Permissions tab.
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