Staff and users

Everyone who works at your clinic — doctors, pharmacists, lab technicians — gets their own login from one screen. You create the account, you choose the password, and you hand it over. This page covers adding staff, the fields each role needs, editing and deactivating people, the I also work as a doctor at this clinic switch, and what happens when your plan runs out of seats.

Click Staff in the admin sidebar. The header tells you how many people you have ({N} staff members), and Add Staff sits in the top-right corner.

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The three kinds of staff

The Role dropdown offers exactly three choices. Pick the wrong one and you cannot change it later — the role is locked once the account exists, so you would have to deactivate that person and create them again.

Add a staff member

1. 1

   Click Add Staff.

   The Add New Staff Member window opens.

2. 2

   Choose the Role — Doctor, Pharmacist or Lab Technician.

   The form changes as you choose: the extra fields underneath belong to the role you picked.

3. 3

   Fill in Full Name, Email and Password.

   These three plus the role are the only required fields. The password must be at least 6 characters; use the eye icon to check what you typed.

4. 4

   Add the optional details — Phone, Date of Birth, Date of Joining, Aadhar Card Number.

   The Aadhar box only accepts 12 digits and ignores anything else you type.

5. 5

   Fill in the fields for that role.

   A doctor needs a specialization and a consultation fee; a pharmacist needs a licence number; a lab technician needs a qualification. See below.

6. 6

   Click Create.

   You get a User created successfully! confirmation and the new card appears in the list.

The fields everyone has

Role *

Doctor, Pharmacist or Lab Technician. Locked once the account exists — you cannot promote a pharmacist into a doctor.

Full Name *

Shown on their card, on the staff profile, and — for doctors — next to appointments, prescriptions and lab orders as Dr. Name.

Email *

Their username. It must be unique within your clinic. Locked once the account exists.

Password *

Minimum 6 characters. When you edit someone later the label changes to Password (leave blank to keep current) — typing a new one resets it for them.

Phone

Optional. Must be a valid number or the save is refused.

Date of Birth

Optional. Cannot be in the future.

Date of Joining

Optional. Appears as Joined DD/MM/YYYY on their profile.

Aadhar Card Number

Optional. Exactly 12 digits, for your own records.

Role-specific fields

Doctor

Specialization

For example Homeopathy or General Medicine. It shows on the doctor's card, on their profile, and is what patients see when they choose a doctor.

Qualification

For example BHMS or MD.

Years of Experience

A whole number. Displayed as {n} years experience.

Consultation Fee (₹)

The doctor's own fee. The form says it plainly: This fee will be automatically added to invoices when enabled in billing settings. See Invoices.

Bio

A short description of the doctor, shown under About on their profile.

Pharmacist

License Number

The only extra field for a pharmacist. It shows on the card as License: … — useful when a regulator asks who dispensed what.

Lab Technician

Qualification

For example DMLT or B.Sc MLT.

License / Registration Number

Their registration with the laboratory council.

Specialization

For example Clinical Pathology or Hematology.

Years of Experience

A whole number.

Finding someone in the list

The list starts with everyone — active and inactive — newest first, and loads more as you scroll.

Search by name or email…

Type a few letters of either. It searches as you type.

Role chip

All Roles, Doctors, Pharmacists or Lab Technicians.

Status chip

All Status, Active or Inactive. Set it to Inactive to find someone you deactivated.

Sort chip

Sort: Joined, Sort: Name, Sort: Email or Sort: Role. The arrow next to it flips between ascending and descending.

Reset

A red pill that appears only when a role or status filter is on. Clears both.

Editing a staff member

1. 1

   Hover the person's card and click the pencil icon.

   The Edit Staff Member window opens with their details filled in.

2. 2

   Change what you need.

   Role and Email are greyed out — those two are fixed for the life of the account. Everything else, including the role-specific fields, can be changed.

3. 3

   To reset their password, type a new one. To leave it alone, leave the box empty.

   The label reads Password (leave blank to keep current).

4. 4

   Click Update.

Deactivating and reactivating

Nobody is ever deleted. Staff are switched off, so their appointments, prescriptions and lab orders stay attached to their name in your records.

1. 1

   Hover the card of an active person and click the red bin icon.

   A Deactivate Staff Member confirmation asks you to confirm: they will no longer be able to log in.

2. 2

   Click Deactivate.

   The account is switched off immediately and every session they have open is killed — if they are logged in right now, they are thrown out. Their card turns grey and the pill reads Inactive.

3. 3

   To bring them back, set the status chip to Inactive, hover their card and click the green person-tick icon.

   Confirm Activate and they can log in again with the same password.

If you are also a doctor

One person, one login, two portals. Instead of giving yourself a second Doctor account, turn on the doctor role on the account you already have.

1. 1

   Tick I also work as a doctor at this clinic while registering the clinic.

   See Register your clinic.

2. 2

   Or turn it on later: Settings → Account → Doctor Role.

   Flip the I also work as a doctor at this clinic switch, then fill in Specialization, Qualification and Consultation Fee (₹) and click Save Profile. If you leave the specialization blank it is saved as General Practice.

Once it is on, a role switcher appears in your sidebar and you can move between Admin and Doctor without logging out. You appear in the doctor list, patients can book with you, and your consultation fee is used when billing your consultations. See Roles and permissions.

Plan limits on staff and doctors

Two separate limits apply every time you click Create, and both count only active people. Deactivated staff free up their seat.

When you hit one, the save is refused and nothing is created. A message appears — Limit reached (3/3). Contact support or upgrade. — with an Upgrade Plan button next to it that takes you straight to the upgrade screen. Turning on the doctor role in Settings is blocked the same way, with Doctor limit reached. Upgrade your plan to add more doctors.

• Deactivate someone who has left — that seat comes back immediately.
• Check your plan's numbers under Subscription before you hire — see Plans and billing.
• During the 30-day free trial every module is unlocked, so a portal that works today may need a paid plan tomorrow.

Common questions