My Staff Overview
The My Staff section is where you manage everyone on your team who needs access to Dental Marketing Tool. This article explains how team accounts work and why giving each person their own login is the right way to set things up.
Why Each Person Needs Their Own Login
It can be tempting to share one set of credentials across the front desk, but individual logins protect your practice in several important ways.
- Accountability. When every team member has their own account, the platform tracks who sent a message, who updated a patient record, and who made a change. If something needs to be reviewed later, you know exactly where to look.
- Appropriate access. Different roles in your practice need to see different things. A scheduling coordinator does not need access to billing settings, and a marketing assistant does not need to view clinical notes. Individual accounts let you match access to responsibility.
- Security. If a team member leaves, you can remove their login immediately without disrupting anyone else. Shared passwords mean a reset affects the whole team.
- Conversation assignment. The platform lets you assign patient conversations to specific team members. That feature only works reliably when each person has their own account.
How Team Accounts Work
The practice owner or an administrator controls the team roster from the My Staff section. Each staff member receives an email invitation and sets their own password. Once they log in, they see the dashboard according to the role and permissions you assigned.
There is no limit on the number of team members you can add. Whether you have two people at the front desk or a larger team spread across multiple locations, everyone can have their own access.
Understanding Roles and Permissions
When you add a team member, you assign them a role. Roles determine what parts of the platform they can open and what actions they can take. The platform includes a set of standard roles designed for common practice positions, and you can also adjust access on a more granular level.
For a full breakdown of what each role can do, see the User Roles and Permissions article. If you want to lock down specific sections for certain staff members, Restricting What Staff Can See walks you through that process.
Setting Up Booking Availability
If any of your team members accept appointments through the platform, each person also has their own availability schedule. This controls when patients can book time with that specific staff member. You set this per person inside their profile.
For details on configuring this, see Setting Staff Availability for Booking. If your practice uses a round-robin or team calendar, availability settings are especially important to get right before you share your booking link.
What to Do Next
If you are setting up your team for the first time, start by inviting each person one at a time. Visit Adding a Team Member for step-by-step instructions on sending invitations and choosing the right role during setup. Once your team is in place, you can always return to Editing or Removing a User if someone's role changes or they leave the practice.