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How to add a team member

Passwordless login is coming 

On March 29, 2026, we’re updating how you log in to NeckCare. Passwords will be replaced with more secure options like email codes and passkeys.

What this means for you:

  • If you sign in with Google → no change

  • If you use your own email/password → you’ll use a one-time code instead

  • If your team shares a login → you’ll need to create individual accounts for each team member

To avoid disruption, we recommend adding your team members ahead of time.

Invite team members to your organization by adding them through the Members tab in Settings, where you can assign their role, choose which clinics they should have access to, and customize permissions per clinic. Once invited, they’ll receive an email to join, and you can track their status from the Members list until they accept. 

Each team member is assigned a role that determines what they can access. If someone is added only at the organization level, they can access organization settings (like billing) but won’t be able to work in clinics or access patient data. To work with patients, they need to be invited to specific clinics with the appropriate role (Employee, Admin, or Owner).

  • Organization-level access only

    • Can access organization settings (e.g. billing, overall setup)

    • Cannot access clinics or patient data

  • Employee (clinic level)

    • Can access and work with patients within assigned clinics

  • Admin (clinic or organization level)

    • Can do everything an Employee can

    • Can manage team members (invite, update, remove) within their scope

    • Can manage settings (clinic or organization depending on level)

  • Owner (organization level)

    • Full access across the entire organization

    • Can manage everything Admins can

    • Can access billing and all organization-wide settings

 


Adding a team member to your NeckCare platform is simple. Just follow these steps to get started

1. Start by heading to the Settings menu on the left sidebar.

1st step

2. Select the Members tab to view and manage your team's access.

Select the Members tab to view and manage your team's access.

3. Click ADD MEMBER to bring a new teammate on board.Click ADD MEMBER to bring a new teammate on board.

4. Enter the email address of the person you'd like to invite to your organization on clinics separately.

Enter the email address of the person you'd like to invite to your organization on clinics separately.

5. Choose the new member's organization role to determine their access level.Choose the new member's organization role to determine their access level.

6. Assign the role from the drop down.Assign the role from the drop down.7.If you have multiple clinics, you can select which clinics the new member should be invited to by ticking the relevant boxes.If you have multiple clinics, you can select which clinics the new member should be invited to by ticking the relevant boxes.

8. If you have multiple clinics you can assign a specific role for each.

If you have multiple clinics you can assign a specific role for each.

8.Click INVITE to send an email invitation to the team member.Click INVITE to send an email invitation to the team member.

9. You will see pending invites in your members tab. Remember they will expire in 7 days. Remind your team member to check their email.

You will see pending invites in your members tab. Remember they will expire in 7 days. Remind your team member to check their email.

That’s it! You’ve successfully added a new team member to your NeckCare platform.