Editing or Removing a User

This article walks you through updating an existing team member's information or role, and fully removing a user when someone leaves the practice.

Getting to the Staff List

All user management lives in one place. From your dashboard, click Settings in the main menu, then choose My Staff from the left sidebar. You will see a list of everyone currently added to your account, along with their role and status. If you need a refresher on who should have which level of access, check out User Roles and Permissions before making changes.

Editing a Team Member's Details

Use this when someone's contact information has changed, their role has shifted, or you need to update what they can access.

1. Open Settings and select My Staff.
2. Find the team member you want to update and click their name or the pencil icon to the right of their row.
3. Update any of the following as needed:
   • First name and Last name
   • Email address (they will use this to log in)
   • Phone number
   • Role (Admin, User, or any custom role you have configured)
   • Profile photo
4. Click Save when finished.

Changing a Role or Restricting Access

Swapping someone from a standard user to an admin (or vice versa) is done from the same edit screen by selecting a different option in the Role field. If you want finer control over exactly which features they can see, read Restricting What Staff Can See for the full walkthrough.

Deactivating vs. Removing a User

Dental Marketing Tool gives you two ways to cut off someone's access depending on the situation.

• Deactivate suspends the account without deleting it. The person cannot log in, but their conversation history, notes, and assignments are preserved. This is a good choice if you are unsure or anticipate that the person may return.
• Delete permanently removes the user from your account. Their profile is gone, though any conversations or records they were part of remain in the system under the contact they relate to.

Removing a User Who Has Left

When an employee leaves the practice, removing their access promptly is an important security step.

1. Open Settings and select My Staff.
2. Locate the departing team member and click their name to open their profile.
3. Scroll to the bottom of their profile page and click Delete User (or choose Deactivate if you prefer to suspend access without deleting).
4. Confirm the action in the prompt that appears.

Re-inviting a Team Member

If you deactivated an employee and they come back, you can reactivate their account from the same My Staff list rather than creating a duplicate profile. Click their name, toggle their status back to active, and save. If their account was fully deleted, you will need to add them again as a new team member and have them complete the invite flow from their email.

Once your staff list is accurate and up to date, a good next step is confirming each active team member's booking availability. Visit Setting Staff Availability for Booking to make sure your online scheduling reflects who is actually in the office.