Adding a Team Member

This article walks you through inviting a front-desk employee, associate dentist, or any other practice team member so they can log in to Dental Marketing Tool and start working alongside you.

Before You Start

Only account owners and administrators can add new team members. If you do not see the option below, ask your account owner to complete these steps, or review user roles and permissions to understand what your current role allows.

You will need the team member's name and their work email address. They will receive an invitation to that address, so make sure it is one they check regularly.

How to Invite a Team Member

1. From the left menu, click Settings.
2. Under the Settings menu, select My Staff.
3. Click the + Add User button in the upper-right corner.
4. Enter the team member's First Name, Last Name, and Email.
5. Choose a User Role from the dropdown. This determines what parts of the platform they can access. (See User Roles and Permissions for a full breakdown of each role.)
6. Click Send Invite.

The team member will receive an email invitation with a link to set up their password and log in. The invitation link is valid for 24 hours.

What the Team Member Sees

When they click the link in their invitation email, they will be prompted to create a password and set up their profile. After that, they can log in at any time using their email address and the password they chose. They will only see the areas of the platform that their assigned role permits.

Assigning the Right Role

Choosing the right role at invite time saves you from having to adjust things later. A front-desk coordinator typically needs access to conversations, contacts, and the calendar but does not need to see billing or launch ads. An associate dentist may need calendar access and little else. Use the role selector to match what each person actually does at your practice.

If you want to go further and control exactly which patients or pipelines a staff member can view, see Restricting What Staff Can See after the invite is accepted.

Managing Team Members After They Join

Once a team member has accepted their invitation and logged in, you can update their name, email, role, or profile photo at any time. You can also deactivate their account if they leave the practice. Both actions are covered in Editing or Removing a User.

Next Steps

Once your team member is logged in, you may want to set their working hours so patients can book appointments with them directly. Head over to Setting Staff Availability for Booking to configure that. You can also review your full team roster and understand how the staff section is organized by visiting the My Staff Overview.