You manage your team under Settings > Staff. Admins can invite staff, change roles and remove access.
Inviting a new staff member
- In the left-hand menu, open Settings and click Staff.
- Click Add Staff.
- Enter the staff member's Name and Email. Both are required.
- Choose a Role. Open Role Permissions to see what it allows.
- Click Save. HiBoop sends the invitation email.
Settings > Staff > Add Staff
Managing existing staff
The Staff list shows each person's Name, Status and Role. From a person's row you can:
- Resend Invite Email, if they haven't accepted yet
- View Activity, to see their actions in the activity log
- Remove, to take away their access straight away
Click a person's name to change their role.
How do staff accept their invitation?
The invitation email has a link to join your clinic. Your new staff member opens it and signs in with Google, Microsoft, an email link, or a new password. Passwords need at least 12 characters.
My team did not receive the invitation email
If the email hasn't arrived:
- Check junk and spam folders.
- Ask your IT team to mark email from hiboop.com as safe.
- Click Resend Invite Email on the person's row in Settings > Staff.
- Still missing? Email [email protected] and we'll help.
Understanding roles and permissions
Roles decide what each person can see and do. You pick a role when you invite someone, and an admin can change it at any time.
Settings > Roles: who sees reporting
Default roles
| Role | What it is for |
|---|---|
| Account Admin | Full access. For clinic owners or directors. The only default role with billing, staff, assessment settings and note template permissions. |
| Care Provider | Full access to clients and their results. For therapists, counsellors, psychologists and other clinicians. |
| Clinic Assistant | Client onboarding and logistics: adding clients, issuing assessments, answering forms and writing notes. No access to results. |
| View Only | Read-only access for operational support: clients, results, reports and the activity log. Can't make changes. |
Permissions
Each role is a set of these permissions:
- Can be assigned patients, with more detailed permissions for assigned clients: view contact information, view results, issue assessments, write notes, answer assessments and answer forms
- View all patients, with the same detailed permissions for every client in the clinic
- Add patients
- Assign patients to staff
- View reports
- Manage staff
- Manage programs
- Manage assessment settings
- Billing
- Contact Support
- View Activity Log
- Require MFA on Login: people with this role must use two-factor authentication
- Manage Note Templates
Viewing and editing roles
- In the left-hand menu, open Settings and click Roles.
- Click a role to open Edit Role.
- Under Staff, add or remove people.
- Under Permissions, choose what the role can do.
- Click Save.
Creating custom roles
If the default roles don't fit, click Create Role and choose its permissions. Custom roles are part of the Team plan; see pricing for plans.
Best practices
- Give each person the role with the least access they need for their job.
- Review roles when someone's job changes.
- Remove access promptly when someone leaves.
Role-based access and compliance
Giving each person only the access they need, the "minimum necessary" standard, is part of HIPAA and PIPEDA. Roles are how you apply it in HiBoop.
Ready to try it with a real client?