Add staff and providers
ApexMentum supports four roles, each with different permissions:
| Role | What they can do |
|---|---|
| Clinic admin | Everything in your clinic — patients, staff, branding, payments, settings. |
| Provider | See and chart patients, run telehealth visits, generate AI handouts. |
| Staff | Front-desk view: schedule, patient list, messages. No financials. |
| Superadmin | Reserved for the ApexMentum platform team. |
You'll typically use Clinic admin for yourself, Provider for practitioners, and Staff for front-desk team members.
Invite a teammate
- Open 👤 Staff Dashboard from the sidebar.
- Click + Add team member.
- Enter their name, email, and role.
- Click Send invite.
They'll receive an email with a one-time password and a link to sign in. They'll be prompted to change their password on first login.
Change someone's role
From the Staff Dashboard, click on a teammate to open their profile, then pick a new role from the dropdown. Changes take effect immediately on their next page load.
Remove a teammate
From their profile, click Deactivate. They lose access immediately, but their historical activity (notes, sent messages, etc.) is preserved in the audit log.
Transfer the clinic admin role
There must always be at least one clinic admin per organization. To hand off the role, promote another teammate to clinic admin before demoting yourself.
See Transferring the admin role for details on what to do before you leave a clinic entirely.
What providers should know
Providers automatically appear in two places once they're added:
- Scheduling — patients can book appointments with any active provider.
- Telehealth — each provider can host their own video room.
Before a provider sees their first patient, have them:
- Set up two-factor authentication.
- Configure their own Google Meet link for telehealth.
- Set their availability.
Audit log
Every staff change is logged. As clinic admin, you can review who was added, removed, or had their role changed under 📋 Audit Log in the sidebar.