Team Members

How do I add a new team member?

Ready to add someone to your team? You'll need their name, email, and you'll choose their role and department assignments.

Let's Add Your Team Member

1. Click your name in the bottom left corner of the screen
2. Click "Settings" from the popup menu
3. Click "People" or "Staff" under the Admin section on the left
4. Click "+ Add Team" to open the new team member form
5. Enter their name and email address
6. Create a temporary password for them with at least 6 characters
7. Choose their role from Owner, Admin, Therapist, or Frontdesk
8. Select their departments to control which clients they can see
9. Click Save and you're all set!

Important: Share the login details directly with your new team member since Metanoa doesn't send automatic welcome emails.

Good to Know

• Each team member needs a unique email address because that's how they log in
• You can add someone to multiple departments if they work across different therapy areas
• The role you choose controls what features they can access, and the departments control which clients they can see

Related Topics

• What does each role mean in Metanoa?
• How do departments control what team members see?
• What details do I need to add a new team member?

Common Questions

• Can Metanoa send an invite email automatically? No, Metanoa doesn't send automatic welcome emails. You'll need to share login details directly with each person.
• What if the email shows "already in use"? This means that email is already registered on Metanoa, possibly from a previous clinic. Contact Metanoa support for help.

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What details do I need to add a new team member?

When adding someone new, you'll need a few essential pieces of information.

Required Information

• Name so you can identify them in the system
• Email address which becomes their login username
• Password that you'll create for them with at least 6 characters
• Role to control what features they can access
• Department assignment to control which clients they can see

Good to Know

• Email is mandatory and must be unique across all of Metanoa
• You can always update their information later if something changes
• Phone numbers and other details are optional

Related Topics

• How do I add a new team member?
• Can I add a team member using a phone number instead of email?

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How do I edit a team member's information?

Need to update someone's name, role, or department access? It's easy to make changes.

Let's Edit Their Profile

1. Go to Settings and click "People" or "Staff" under the Admin section
2. Find the team member you want to update
3. Click on their name or the three-dot menu and choose Edit
4. Make your changes to their name, role, or departments
5. Click Save and you're all set!

Good to Know

• Changes take effect immediately
• Updating a role doesn't affect their past notes, reports, or signatures
• You cannot change someone's email address after creation, so if you entered it wrong you'll need to create a new account

Related Topics

• How do I change someone's role?
• How do I remove someone who left the clinic?

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How do I remove someone who left the clinic?

When a staff member leaves, you'll want to remove their access while keeping their past work visible.

Let's Remove Their Access

1. Go to Settings and click "People" or "Staff"
2. Find the team member who left
3. Click the three-dot menu next to their name
4. Choose Delete or "Remove" and confirm your choice
5. Their access is now removed and you're all set!

Good to Know

• Their old notes, reports, and completed therapies stay visible in the system
• Nobody can edit their past notes after they're removed
• If they return later, you'll need to create a new account for them

Related Topics

• If a staff member leaves, will their old notes still be visible?
• Can we transfer their patients to another therapist?

Common Questions

• What happens to their clients? Clients remain in the system. You'll want to reassign them to other therapists manually.
• Can I temporarily disable someone? There's no pause feature right now. If you need to remove access, you'll need to delete their account.