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Team Management

Invite your team to join Dentail and manage staff roles and permissions.

Managing Your Team: Two-Step Process

📋 Understanding the Two Steps

Dentail uses a two-step approach to staff management:

  1. 1

    Add Internal Staff Records

    Create staff profiles in **Settings → Staff**. These records are used immediately for scheduling appointments and assigning treatments, even before sending invitations.

  2. 2

    Send App Invitations (Optional)

    When ready, send invitations from **Settings → Staff Invitations** to grant app access. Staff members can then log in and use Dentail themselves.

💡 Why separate? You can set up your team structure and start scheduling immediately, then grant app access when each staff member is ready to use it.

Step 1: Add Internal Staff Records

Start by creating internal staff records for everyone on your team.

How to Add Staff:

  • Go to **Settings → Staff**
  • Click the **+** (plus) button
  • Enter staff details: name, role, email, phone, specialization
  • Choose role: Dentist, Admin, Receptionist, or Assistant
  • Click Save

**Important:** At this stage, staff members are immediately available for appointment and treatment assignments in your clinic. However, they cannot log in to the app yet—that requires sending an invitation (Step 2).

Staff Records Screen

Screenshot showing Settings → Staff with list of staff members and the + button to add new staff records.

Step 2: Send App Invitations

Once staff records are created, you can send app invitations to grant login access.

How to Send an Invitation:

  • Go to **Settings → Staff Invitations**
  • Click **Invite Staff** button
  • Select an existing staff record from the dropdown
  • Confirm their role: Admin, Dentist, Receptionist, or Assistant
  • Click Send Invitation

The system generates a unique invitation code and automatically sends an email to the staff member with instructions to download the app and accept the invitation.

Staff members download the app, create their account, choose "I've been invited to a clinic", and enter their invitation code to join your clinic.

Screenshot #13 – Invite staff screen

Replace this placeholder with a screenshot of the Staff Invitations screen. Show the invitation form (name, email, role) and a list of pending invitations with role badges or labels.

Understanding Staff Roles

Dentail uses role-based access control to ensure each team member sees and can access only what they need:

👑 Admin

Full control over the clinic, including:

  • Manage subscription and billing
  • Configure clinic settings
  • Invite and remove staff
  • Access all patient and financial data

🦷 Dentist

Access to clinical and patient data:

  • View and manage their own appointments
  • Access patient records and histories
  • Record treatments and procedures
  • View financial reports (typically)

📋 Receptionist

Front desk and scheduling tasks:

  • Manage patient information
  • Schedule and update appointments
  • Limited or no access to financials
  • Cannot modify clinic settings

🤝 Assistant

Support role with limited access:

  • Help with patient and appointment management
  • Limited permissions as defined by admin
  • Cannot access financial data
  • Cannot modify clinic settings

How Staff Accept Invitations

  1. 1

    Receive invitation email

    Staff member receives an email with an invitation code and download link.

  2. 2

    Download and install Dentail

    Download from Mac App Store or direct link and open the app.

  3. 3

    Create account

    Sign up using email/password, Google, or Apple.

  4. 4

    Choose "I've been invited to a clinic"

    On the role selection screen, select the staff/invited option.

  5. 5

    Enter invitation code

    Paste or type the code from the email to join the clinic.

Subscription & Staff Limits

💳 One subscription per clinic

Dentail uses a clinic-level subscription model. Only the clinic owner/admin needs to purchase the subscription. Once a clinic has an active subscription, all invited staff in that clinic benefit from premium access based on their assigned role. Staff members do not need to purchase separate subscriptions on their own accounts.

👥 Staff Invitation Limits

**Free Tier:** 0 staff invitations (unlimited internal staff records)

**Paid Tier:** 2 staff invitations (unlimited internal staff records)

Note: Internal staff records don't count toward invitation limits. You can create as many staff profiles as needed for scheduling, but only a limited number can have app login access.

Next Steps

Learn best practices to get the most out of Dentail:

Best Practices →