Add staff and providers
Apexmentum supports four roles, each with different permissions:
| Role | What they can do |
|---|---|
| Clinic admin | Everything in your clinic — record, coach, generate content, manage staff, branding, billing, and settings. |
| Provider | Record and review their own OneAudio conversations, see their own coaching profile, use the AI content tools. |
| Staff | Same recording + own-coaching-profile view as a provider, without access to clinic-wide settings. |
| Superadmin | Reserved for the Apexmentum platform team. |
Use Clinic admin for yourself, Provider for practitioners, and Staff for anyone else on the team who records conversations (front desk, MA, tech). Coaching rubrics adjust per interaction type, not per role, so staff and providers can all be scored fairly.
Invite a teammate
- Open Coaching from the sidebar (that's where team management lives).
- Click ➕ Invite Team Member at the top of the Team panel.
- Enter their name, email, and pick a role (Staff, Provider, or Clinic Admin).
- Submit.
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 Coaching page, open the teammate's card and pick a new role from the dropdown. Changes take effect immediately on their next page load.
Remove a teammate
From their card, deactivate them. They lose access immediately, but their historical activity (recordings, scores, generated content) 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.
Before a new teammate records their first conversation
Have them:
- Sign in and change their password.
- Set up two-factor authentication or a passkey.
- Test their mic on the OneAudio page (a 10-second test recording is the fastest way to confirm the setup).
- Skim Recording your first conversation so they know what happens after Stop.
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.