Team Management
As a team admin, you can manage all aspects of your team including member roles, team settings, and organization details. Access team management from Settings → Team.
Admin Required
Changing Member Roles
Update a team member's role when their responsibilities change:
- Go to Settings → Team
- Find the team member in the list
- Click the edit icon next to their name
- Select a new role from the dropdown
- Click "Save Changes"
Role Changes Take Effect Immediately
When you change someone's role, their permissions update right away. They don't need to sign out or refresh.
Promoting to Admin
Removing Team Members
Remove team members who have left your practice or no longer need access:
- Go to Settings → Team
- Find the team member to remove
- Click the remove icon
- Confirm the removal
What Happens When You Remove Someone
- Immediate access revocation: They can no longer access your team's workspace
- Their sessions remain: Sessions and notes they created stay with your team
- Account persists: Their PatientNotes account still exists; they just lose team access
- Billing updated: Your next invoice will reflect the reduced seat count
Reinviting Members
Team Settings
Configure team-wide settings that apply to all members:
Organization Name
Your practice or clinic name. Appears in the app header and on exported notes (if enabled).
Default Template
Set a default note template for all team members. Individual members can override this in their personal settings.
Session Retention
Configure how long sessions are retained before automatic deletion. Depends on your plan tier.
Invite Link
Manage your team's invite link. Generate a new link if the current one has been compromised.
Viewing Team Activity
Monitor how your team uses PatientNotes:
Usage Summary
See total sessions recorded this month and compare to your plan limits.
Per-Member Stats
View how many sessions each team member has recorded.
Last Active
See when each team member last used PatientNotes.
Template Usage
See which templates are most popular across your team.
Team Management Best Practices
Assign appropriate roles—give people the minimum access they need to do their jobs.
Have multiple admins—ensure at least two people have admin access in case one is unavailable.
Review access regularly—remove team members who have left your practice promptly.
Regenerate invite links—if you think your invite link was shared inappropriately, generate a new one.
Troubleshooting
I can't access team settings▼
Only Admins can access team settings. If you need access, ask a current admin to upgrade your role to Admin.
I accidentally removed someone▼
Send them a new invitation. They'll need to accept it to rejoin the team. Their previous sessions will reconnect with their account.
I need to transfer ownership▼
First, promote the new owner to Admin. Then, they can manage the team. To completely transfer ownership (including billing responsibility), contact our support team.
Next Steps
Learn about billing, subscriptions, and managing your PatientNotes plan.