Your team & roles

An admin manages the practice’s team from one screen: who belongs to the practice, what each person can do, and how many seats are in use.

Open team management

Open the account menu — your name at the bottom of the sidebar — choose Settings, then the Team tab. The page is headed Manage Users.

Note

The Team tab only appears for practice Admins. If you don’t see it, ask an admin on your team.

The four roles

Every provider has a role within a practice that decides what they can do:

• Admin — full control of the practice, including its settings and team membership. A practice can have more than one Admin, and the practice’s last Admin can’t be demoted or removed.
• Provider — day-to-day access to the practice’s records: may read and write charts, births, imports, and exports. This is the default for a new account.
• Viewer — read-only. Sees the practice’s records (reads are still audited) but is denied every write surface — capture, signing, imports, exports, and settings.
• Scribe — a write-only seat: may record births and nothing else. A Scribe reads no charts, rosters, or exports at all.

You set a role when you invite someone, and you can change it later from the roster.

Invite a provider

1. In the Invite by email field, enter the provider’s email address.
2. Pick their Role.
3. Choose Add User.

They receive an email with a link to Accept invitation. The invitation holds a seat for them until they accept it or you revoke it.

Accepting an invitation

The link opens an Accept invitation page. The invitee must be signed in as the address the invitation was sent to — the link is not a password, so it can’t be used by anyone else. New providers create their account first, then land back on the acceptance page.

Invitations expire — and there is no resend

An invitation is valid only for a limited time. There is no “resend” control. If one lapses, revoke the pending invitation and send a fresh one from the same Add User form.

Seats

The team page shows your seat usage — for example, 3 of 4 seats in use. Every person on the roster uses a seat regardless of role, and a pending invitation holds one too. When you reach your licensed limit, an All seats in use badge appears and new invitations are blocked until a seat frees up. Adjust how many seats your practice licenses from Subscription & billing.

The counters above the roster break the same numbers down as Active users, Inactive users, Total users, and Available seats.

Manage the roster

Each member row shows their Name, Email, User Type (role), Status, Valid Until, and Last active. From a row you can:

• Change a role — pick a new role from the row’s selector.
• Deactivate / Reactivate — turn a member’s sign-in off or back on. A deactivated member keeps their account and everything they recorded, and keeps their seat, but can no longer sign in. Their Status shows Inactive.
• Set an access end date — use Valid Until to give a locum or a student access that ends on a known day; leave it clear for indefinite access.
• Remove member — from the row’s ⋯ menu. Removal detaches the person and frees their seat; their account survives and they can be re-invited later.

Note

You can’t change, deactivate, or remove yourself from this page, and the practice’s last Admin is protected from any change that would lock the practice out of its own settings. Promote another member to Admin first.

Reviewing the roster

BirthTracks periodically nudges admins to confirm everyone still needs access — the Last active column (and a Dormant badge for anyone who has stopped signing in) is there to help. Removing a departed member is the only way to revoke their access to patient records. Confirm the roster to clear the nudge until the next review.