Team Management
Add team members, staff members, and workstation accounts to your ChairPulse organization — and understand when to use each approach.
Managing your team
ChairPulse offers three ways to add people to your organization, depending on how your practice operates. All options are accessed from the Team tab in Office Settings.
Three ways to add people
| Method | What it does | Best for |
|---|---|---|
| Team Members (email invitation) | Each person gets their own login and account | Larger teams where individual accountability matters |
| Staff Members (direct add, no login) | Added by name only — appear in task assignment dropdowns | Practices using a shared login where you still want to track who performs each task |
| Workstations (shared computer accounts) | A shared login for a specific computer | Operatory or front desk computers used by multiple people |
Most small practices use Staff Members combined with a Workstation account on each shared computer. Larger practices with individual computers tend to use Team Members with email invitations.
Team Setup Wizard
When you first set up your team, ChairPulse walks you through the Team Setup Wizard where you choose your approach:
Choose your access model
The wizard presents two options:
- Separate logins for each person -- Each team member gets their own email invite to create an account and track their own work. Best for larger teams and individual accountability.
- Shared login, track by name -- Your practice uses one shared account. Add team member names so you can track who performed each task. Best for smaller teams and centralized management.
Add your team
Depending on which option you chose:
- Separate logins: Enter email addresses for each team member. Invitations are sent immediately.
- Shared login: Enter each person's name and optional role (e.g., Hygienist, Dental Assistant). You are automatically added as the first entry.
Done
Your team members now appear in task assignment dropdowns throughout ChairPulse. You can add more people anytime from Office Settings.
Team Members (email invitations)
Team Members are people who get their own login credentials and can sign in to ChairPulse independently.
Your organization supports up to 25 team members. For organizations that need more, contact support at hello@chairpulse.com.
Roles and permissions
| Role | Description |
|---|---|
| Admin | Full access to all features and settings. Can invite members with any role, manage billing, configure organization settings, and access all offices. |
| Manager | Can manage day-to-day operations. Can invite staff members, complete and manage tasks, and access assigned offices. Cannot manage billing or organization-level settings. |
| Staff | Standard access for daily work. Can complete tasks, log issues, and view equipment. Cannot invite other members or change settings. |
Admins can assign any role when inviting new members. Managers can only invite users with the Staff role.
Inviting a team member
Click Invite Member
Click the Invite Member button in the top right of the Team Management section. This opens the Invite Team Member dialog.
Enter the member's name
Fill in the First Name and Last Name fields.
Enter their email address
Enter the email address where the invitation will be sent.
Select a role
Choose Admin, Manager, or Staff from the Role dropdown. The available roles depend on your own role.
Select office access
Check the boxes next to the offices this member should have access to. You can use Select All to grant access to every office, or Clear All to start fresh.
If no offices are selected, the member will have no office access until you assign them later.
Send the invitation
Click Send Invitation. An invitation email is sent to the specified address.
Invitations expire after 7 days. If a member has not accepted, you can resend the invitation from the team table.
The team table
The team table shows all active members and pending invitations in a single view:
| Column | Description |
|---|---|
| User | Name, email address, and avatar. Your own row shows "(you)" next to your name. |
| Role | The member's role displayed as a badge: Admin (filled), Manager (secondary), Staff (outline). |
| Location Access | Which offices the member can access. Shows "All locations" if they have access to every office, or lists specific office names. |
| Status | Active (green badge) for accepted members, or Pending (amber badge with clock icon) for outstanding invitations. |
| Actions | A three-dot menu for managing the member (see below). |
Use the controls above the table to filter by search (name or email), role, or location.
Editing a team member
Click the three-dot menu on a member's row and select Change Role to open the Edit Team Member dialog. From here you can:
- Change their role -- Select a new role from the dropdown.
- Update office access -- Check or uncheck offices to control which locations they can access.
Click Save Changes to apply. Role and office access updates take effect immediately.
You cannot edit your own role or remove yourself from the organization.
Removing a team member
Open the actions menu
Click the three-dot menu on the member's row.
Select Remove Member
Click Remove Member to open a confirmation dialog.
Confirm removal
The dialog warns that the member will lose access to all data and features. Click Remove Member to proceed, or Cancel to go back.
Managing pending invitations
For invitations that have not been accepted, the actions menu offers:
- Resend Invitation -- Generates a new invitation token and extends the expiration by another 7 days.
- Cancel Invitation -- Permanently removes the invitation.
Staff Members (direct add, no login)
Staff Members are people added by name only. They do not receive an email invite and do not have their own login. Instead, they appear in task assignment dropdowns so you can track who performed each task — even when everyone shares a single login or workstation account.
Adding a staff member
Click Add Member
In the Team Members card within Office Settings, click Add Member.
Enter their name
Type the person's full name (e.g., "Sarah Johnson").
Enter a role (optional)
Optionally add a role like "Hygienist", "Dental Assistant", or "Front Desk". Role suggestions are provided as you type.
Save
Click Add Member. The person immediately appears in assignment dropdowns throughout ChairPulse.
Managing staff members
Each staff member row shows their name, role, and status. You can:
- Edit -- Click the pencil icon to update their name or role.
- Deactivate -- Click the deactivate icon to remove them from assignment dropdowns. Deactivated members appear in a separate "Inactive Members" section and can be reactivated at any time.
- Reactivate -- Click the reactivate icon on an inactive member to restore them to active status.
Staff members are used for task assignment tracking in Room Assignments, maintenance tasks, and checklists. They are separate from team member login accounts.
Workstations (shared computer accounts)
Workstations are shared login accounts designed for computers in operatories and front desks. See Workstations for full details.
Related pages
- Office Settings -- The parent page where Team Management lives.
- Organization Settings -- Organization-level admin management.
- Workstations -- Set up shared computer logins.
- Room Assignments -- Assign staff members to rooms by day of week.
- Billing & Subscription -- View your plan and manage billing.