Adding Team Members
Inviting team members to PatientNotes is simple. You can send email invitations or share an invite link. New members will create their account and join your team automatically.
Admin Required
Invite by Email
The most common way to invite team members is via email:
- Go to Settings → Team
- Click "Invite Member"
- Enter the person's email address
- Select their role (Provider, Staff, or Admin)
- Click "Send Invitation"
What They Receive
The invitee receives an email with a link to join your team. They'll create an account (or sign in if they already have one) and be added to your team automatically.
Inviting Multiple People
To invite multiple people at once:
- Enter multiple email addresses separated by commas
- Or invite one person at a time
All invitees will receive the same role. To assign different roles, send separate invitations.
Invite Link
Alternatively, you can share an invite link directly:
- Go to Settings → Team
- Click "Copy Invite Link"
- Share the link via email, Slack, or any other channel
Invite Link Details
Invite links work for anyone who clicks them. New users join with the default role (usually Provider). You can change their role after they join.
Security Note
Invitation Status
Track pending invitations in Settings → Team. Each invitation shows its status:
Pending
Invitation sent but not yet accepted. You can resend or cancel pending invitations.
Accepted
The person has joined your team and is now an active member.
Expired
Invitations expire after 7 days. Send a new invitation if needed.
What Happens After Invitation
For New Users
If the invitee doesn't have a PatientNotes account:
- They click the invitation link
- They create an account (name, email, password)
- They verify their email
- They're automatically added to your team
- They can start using PatientNotes immediately
For Existing Users
If the invitee already has a PatientNotes account:
- They click the invitation link
- They sign in to their existing account
- They're added to your team
Multiple Teams
Troubleshooting
They didn't receive the invitation email▼
Try these steps:
- • Check their spam/junk folder
- • Verify the email address is correct
- • Resend the invitation from Settings → Team
- • Use the invite link as an alternative
The invitation link isn't working▼
Links can expire or be revoked. Generate a new invite link in Settings → Team and share the fresh link.
They joined with the wrong role▼
You can change their role after they join. Go to Settings → Team, find their name, and click to edit their role.
I can't find the invite option▼
Only team admins can invite new members. If you don't see the option, ask your team admin to send the invitation or upgrade your role.
Next Steps
Learn about the different roles and what each team member can do.