Your team & roles

An admin manages the practice’s team from one screen: who belongs to the practice, what each person can do, and how many seats are in use.

Open team management

Point at the Practice rail head in the sidebar and choose Team from its hover card, or click Practice and pick the Team tab. The page is headed Manage Users.

Note

Team only appears for practice Admins. If you don’t see it, ask an admin on your team.

The four roles

Every provider has a role within a practice that decides what they can do:

• Admin — full control of the practice, including its settings and team membership. A practice can have more than one Admin, and the practice’s last Admin can’t be demoted or removed.
• Provider — day-to-day access to the practice’s records: may read and write charts, births, imports, and exports. This is the default for a new account.
• Viewer — read-only. Sees the practice’s records (reads are still audited) but is denied every write surface — capture, signing, imports, exports, and settings.
• Scribe — a write-only seat: may record births and nothing else. A Scribe reads no charts, rosters, or exports at all.

You set a role when you invite someone, and you can change it later from the roster.

Invite a provider

1. In the Invite by email field, enter the provider’s email address.
2. Pick their Role.
3. Choose Add User.

They receive an email with a link to Accept invitation. An invitation for an Admin or Provider holds a provider seat until it is accepted or revoked; a Viewer or Scribe invitation holds none.

Accepting an invitation

The link opens an Accept invitation page. The invitee must be signed in as the address the invitation was sent to — the link is not a password, so it can’t be used by anyone else. New providers create their account first, then land back on the acceptance page.

Invitations expire after seven days

An invitation is valid for 7 days. The Pending invitations table offers only Revoke — there is no resend there. If one lapses, revoke it and send a fresh one from the same Add User form. (A provider added from the Providers section below is different: their row has its own Resend invite button.)

Providers

The Providers section lets you add a provider you can log births against right away — no login required — and invite them to sign in later, or never. Use it for a provider who records nothing themselves, or to get a new colleague onto births before they’ve set up an account.

1. Enter their Name (required), and optionally their Credentials (for example CNM), provider Role (Midwife, Physician, Doula, Nurse, Assistant, or Other) and NPI.
2. Optionally enter an Email — this sends an invitation now.
3. Choose Add provider.

The provider can be picked as a birth attendant immediately. Each row in the Providers table shows a status of Active or Inactive, with a note of No login or Invited underneath.

• Send invite / Resend invite — email the provider a link to sign in. Accepting it binds their login to this provider, so every birth already logged against them stays attributed to them. Once they accept, they move to the Members table.
• Mark inactive — for a provider who has left. They keep every record and birth number, but stop appearing in the attendant picker and stop using a seat. Reactivate brings them back.

Note

Mark inactive (a provider) and Deactivate (a member’s sign-in, below) are different. Marking a provider inactive frees their seat and hides them from the attendant picker; deactivating a member only turns off their sign-in.

Seats

A seat is a provider, not a login. The team page shows your usage — for example, 3 of 4 provider seats in use. What counts:

• Every active provider — an Admin or Provider member, or a login-less provider from the Providers section.
• Every pending Admin or Provider invitation sent from Add User. (Inviting a login-less provider doesn’t add a second seat — they already hold one.)

Viewers and Scribes are free — they never use a seat, and neither do their invitations. Demoting a member to Viewer or Scribe frees their seat, as does removing them or marking a provider inactive.

When you reach your licensed limit, an All provider seats in use badge appears and new provider invitations and providers are blocked until a seat frees up. Adjust how many seats your practice licenses from Subscription & billing.

The counters above the roster show Active users, Inactive users, Total users, and Available provider seats.

Manage the roster

Each member row shows their Name, Email, User Type (role), Status, Valid Until, and Last active. From a row you can:

• Change a role — pick a new role from the row’s selector. Demoting a provider to Viewer or Scribe frees their seat.
• Deactivate / Reactivate — turn a member’s sign-in off or back on. A deactivated member keeps their account and everything they recorded, and keeps their seat, but can no longer sign in. Their Status shows Inactive.
• Set an access end date — use Valid Until to give a locum or a student access that ends on a known day; leave it clear for indefinite access.
• Remove member — from the row’s ⋯ menu. Removal detaches the person and frees their seat; their account survives and they can be re-invited later.

Note

You can’t change, deactivate, or remove yourself from this page, and the practice’s last Admin is protected from any change that would lock the practice out of its own settings. Promote another member to Admin first.

Reviewing the roster

BirthTracks periodically nudges admins to confirm everyone still needs access — the Last active column (and a Dormant badge for anyone who has stopped signing in) is there to help. Removing a departed member is the only way to revoke their access to patient records. Confirm the roster to clear the nudge until the next review.

Saved and included filters

The bottom of the team page manages the list filters your practice shares.

• Saved filters lists every filter shared with everyone in the practice, with the list it belongs to, who shared it, and when it last changed. Choose Rename, or from the row’s ⋯ menu Unshare (it goes back to being private to the person who made it) or Delete. Anyone can share a filter from a list’s Save as filter… dialog.
• Included filters lists the starter filters BirthTracks provides on each list. Hide one your practice doesn’t use and it disappears from that list’s filter chips for everyone; Show brings it back.