Managing Employees
Add team members, send invitations, and set each provider's system role, availability, roles, and locations from Settings → Employees.
Everything about a person in ClinicShifts lives in one place: Settings → Employees. That is where you add someone, invite them to log in, decide what they can do in the app, and tell the schedule which roles they hold and which facilities they work at.
Opening the Employees Tab
- Click Settings in the top bar
- The Employees tab opens by default
You see a table of everyone in your organization with their name, email, system role, status, and an Invite action. Use the search box to find someone by name.
Adding an Employee
Click Add Employee and fill in the dialog.
Identity and access
- Name — the person's full name as it should appear on the schedule
- Email — optional, but required if they will ever log in or receive notifications
- Send invitation email — tick this to email them a login invitation as soon as you save
- System role — what they can do in ClinicShifts:
| System role | What it means | Billing |
|---|---|---|
| User | Sees their own schedule and calendar. No administrative access. | Uses a seat |
| Paid Admin | Full administrative access and can be assigned shifts | Uses a seat |
| Unpaid Admin | Full administrative access, builds the schedule, but is never assigned shifts | No seat |
Most providers are Users. Pick Paid Admin for a provider who also runs the schedule, and Unpaid Admin for an office manager who never appears on it. See User Roles & Permissions for the full permission matrix.
Availability
- Full time — available every day
- Part time — choose the days of the week they work. For rotating patterns, tick alternating weeks or set every N weeks together with a pattern start date. Shifts outside the pattern raise a warning on the shift card.
Roles
Select one or more provider roles, for example Physician, NP/PA, Medical Director. A shift that requires a specific role only suggests employees who hold it.
Locations
Select the facilities where this person regularly works. Location assignments drive the suggestions you see when filling a shift; you can still assign anyone to any location by hand.
Click Add Employee to save.
Inviting Employees
A person cannot log in until they have been invited.
| Status | Meaning |
|---|---|
| Not invited | Added, but no invitation has been sent |
| Invited | An invitation email has gone out; they have not logged in yet |
| Active | They have logged in at least once |
| Deactivated | Their access is switched off and they no longer count as a seat |
Click Invite in the row to send the invitation, or Resend if the first one was missed. You don't need to invite people who only ever appear on the schedule and never log in, though they still count as a seat if they can be assigned shifts.
Editing, Deactivating and Deleting
Click a row to open the Edit Employee dialog. Everything above can be changed there.
- Deactivate — untick Active in the dialog. The person keeps their history on past schedules, can no longer log in, and stops using a seat. Tick it again to reactivate.
- Delete — the Delete button in the dialog removes the person from the organization entirely. Prefer deactivating for anyone who has ever been on a published schedule.
Managing Locations and Roles
The Locations and Roles tabs next to Employees are where you add, rename, or remove facilities and provider roles. They are the same lists you pick from in the employee dialog and when creating shifts, so keep them tidy: one entry per real facility, one role per distinct provider type.