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Add your team and choose roles

A role decides what somebody at your practice can see and change. Here is what each of the four roles does, how seats work, and how to invite, re-role, or remove a colleague.

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What a role decides

Everybody at your practice holds one role, and each role is a superset of the one below it. There are four:

  • Owner does everything an Administrator does, and also owns billing, can export the practice data, can close the practice, and is the only person who can hand ownership to somebody else. A practice has exactly one.
  • Administrator does everything a Coordinator / Front Desk does, and also runs practice settings, the team, clinician profiles, and the activity log. No billing.
  • Coordinator / Front Desk is the referral desk role. Creates and sends referrals, works the practice inbox, hands received referrals to a clinician, and messages other practices. No team management, no practice settings, no billing.
  • Practitioner creates and sends referrals and messages, but sees a narrower slice of the inbox: while your practice keeps Inbox Visibility on its default setting, a practitioner sees only the referrals addressed or assigned to them.

For the full picture, View role permissions on the team page opens Role Permissions, a table with one column per role and one row per capability.

How seats work

Team size is measured in seats. A seat is held by an active member or by an invitation that has been sent and not yet answered, so an invitation you have no room for is refused when you send it rather than reaching somebody who cannot get in. A member you deactivate gives their seat back.

Invite your team

Invitations go out in batches of up to seven, and each person in the batch gets their own role. A front desk coordinator and a clinician can go out together.

  1. In settings, open Team Members.
  2. Select Invite Teammates.
  3. Enter the first email address, and pick that person’s role beside it.
  4. Select Add another for each further person. A new row starts with the role of the row above it, so a run of clinicians is one click each.
  5. Select Next.
  6. In Personal Message (Optional), add a note if you want one. It goes to everybody in the batch.
  7. Select Send Invites.

The role list offers Administrator, Coordinator / Front Desk, and Practitioner; Compare all roles, above the rows, opens the same permissions table as the team page. Owner is not on the list, because ownership is transferred rather than granted.

To add several people at once, paste their addresses into one email field, separated by commas, spaces, or new lines: each address gets its own row, with the role of the row you pasted into. If an address is malformed or repeated, Syncroly marks that row before you go on. Your personal message, if you write one, is included in the invitation email.

While an invitation is waiting

The Pending Invites tab lists every invitation that has been sent and not yet answered, with the address, the role it carries, who sent it, and when it runs out. An invitation is valid for 7 days.

Each row has two actions. Resend sends the invitation again, with a five-minute wait between resends to the same person. Revoke cancels it, which also releases the seat it was holding.

When your colleague accepts, Syncroly creates their login and their membership together. They do not repeat the four-step practice setup you went through: they join the practice you already built.

Change somebody's role

  1. In Team Members, find the person under Active Members.
  2. On their row, select Actions.
  3. Select Change Role.
  4. Pick the new role. The table underneath marks which role they hold now and what the change adds or removes.
  5. Select Change Role to confirm.

There is no Actions menu on the Owner row, because the owner is not managed from here. A role change is refused, with a message saying so, when it would leave nobody at the practice with practice-wide referral access.

A role change also drops permissions that were granted to the person rather than to the role. If your practice requires a clinician to send referrals, and you had turned on Can send referrals for this person, they lose it; turn it back on if they still need it.

The same row carries the practice contact. One person is marked Primary Contact, and Set as Primary moves it to somebody else. That is the person a practice reaches when it wants to contact yours about a referral rather than a particular clinician.

Take access away, and give it back

Deactivating a member removes their access without closing the practice record of what they did, and their seat is released. A deactivation that would leave nobody at the practice with practice-wide referral access is refused, with a message saying so; give somebody else that access first.

  1. On the member row, select Actions.
  2. Select Deactivate.
  3. Type DEACTIVATE into the confirmation field.
  4. Select Deactivate Member.

The dialog states what happens before you confirm: they lose access to referrals at once, they can neither send nor receive, and an administrator can bring them back later. Deactivated people move into their own card below the roster, where Reactivate restores them.

Hand the practice to somebody else

Ownership moves in one step, and only the current owner can move it. It is not a role you assign: you swap places with the person you name.

  1. On the member row, select Actions.
  2. Select Transfer Ownership.
  3. Type TRANSFER to unlock the second confirmation.
  4. Enter your own email address to confirm it is you.
  5. Select Transfer Ownership.

You become an Administrator, they become the Owner, and from that point only they can transfer ownership again. There is no undo, so make sure the person is expecting it.

Add your team and choose roles | Syncroly