Inviting your team
Add staff to your clinic by email invitation, choose their roles, and re-send or revoke invitations.
Overview
Each clinic staff member needs their own user account. You don't create their account directly — you send them an email invitation, and they create the account themselves by clicking the link and setting a password. This guide covers inviting one person, the role choices, and what to do if the invitation expires.
Prerequisites
- Owner or Admin role
- Active subscription (or trial)
- Each invitee's email address
- A clear decision about each invitee's role — see Clinic roles and permissions
Steps
Open Staff settings. From the top nav click your avatar, then Settings, then Staff in the side menu. Or go directly to https://app.mydentalpractice.ng/settings/staff.
Click "Invite Member" in the top-right. A modal opens titled "Invite Team Member" with three required fields: Email, Role, and an optional personal message that's included in the invite email.
Enter the invitee's email. Must be a real address — verification emails go there. The system rejects emails already linked to another tenant; if you see "This email is in use elsewhere", the person already has a MyDentalPractice account at another clinic.
Choose the role. The dropdown lists: Admin, Dentist, Hygienist, Therapist, Nurse, Receptionist, Billing Staff, HR Manager, Staff. Owner is not selectable — there's only one Owner per clinic, and you are it. Admin can do almost everything you can; the others have role-scoped access per Clinic roles and permissions.
(Optional) Add a personal message. A short note appears in the invitation email. Useful for "Hi Sade, your account is set up — see you Monday."
Click "Send invitation". The modal closes and the invitee appears in the Pending Invitations tab with status Sent, the date sent, and the role you assigned.
Tell the invitee what to do. They'll receive an email titled "You've been invited to your clinic on MyDentalPractice" (with your clinic name in place of the placeholder). The link expires in 7 days. They click it, set a password, and they're in.
Re-send the invite if they don't act in time. Open Settings → Staff → Pending Invitations, click the invitee's row, click Resend. A fresh email goes out with a new 7-day window. The previous link is invalidated.
Cancel an invitation if circumstances change. Same row, click the trash icon, confirm. The invitation is deleted; if they later click an old link they get an "Invitation cancelled" message.
Verify acceptance. When the invitee finishes, their row moves from Pending Invitations to Active Members. You can change their role later from the same page.
Expected outcome
- An entry appears in Pending Invitations for every invitee
- The invitees receive an email with a one-time acceptance link
- Once accepted, the entry moves to Active Members and the user can sign in
- Re-sending replaces the previous link; cancellation invalidates it
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| "This email is in use elsewhere" | Email belongs to a user at another tenant | They must leave the other tenant first, or use a different email |
| Invitee says they didn't receive the email | Spam filter, typo, or rate-limited | Re-send from the Pending tab; verify the email address is exact |
| "Invitation expired" when invitee clicks the link | More than 7 days since sending | Re-send from the Pending tab |
| Can't see the Invite Member button | Your role isn't Owner or Admin | Ask the Owner to invite — only Owner and Admin can send invitations |
| "Subscription is not active" error | Trial expired and no payment method | Add a payment method in Settings → Billing & Subscription; invitations work as soon as billing is current |
| Invitee account exists but they can't see expected sections | Wrong role assigned | Open their row in Active Members and change the role |