Adding and managing team members

With the Plus plan, you can add new team members to your account at any time. We offer specialized team member roles with carefully tailored access levels for clinicians and administrative staff.

Important: Before adding or editing team members, see Clinician roles available for team members and Administrative roles available for team members to learn about our team member roles.

This guide will explain how to add, update, remove, and organize team members in SimplePractice. Below we'll cover:

• Pricing for team member roles
• Adding a new team member
• Troubleshooting invitation emails
• Updating a team member’s roles
• Removing a team member
• Managing a deleted clinician team member's data

Note: To learn more about group practice accounts before expanding your account, see Group practice FAQs.

Pricing for team member roles

Additional clinicians can be added at a discounted rate, determined by the number of clinicians in your practice:

• 2 to 5 clinicians: $74/clinician per month
• 6 to 15 clinicians: $72/clinician per month
• 16 or more clinicians: $69/clinician per month

The supervisor, practice biller, and practice scheduler roles can be added for free. The practice manager role is available for $39/month per person, but is free when added to a team member with a clinician role.

Note: For more information about all roles, see Clinician roles available for team members and Administrative roles available for team members.

Adding a new team member

Before inviting a new team member, we recommend they add the email address yourteam@simplepractice.com to their email contacts. Because email spam filters can change over time, adding this address beforehand can help the invitation reach them without being diverted.

Important: Only an Account Owner and practice manager can add or manage team members. If you need to make updates to team members, contact your Account Owner or practice manager.

You can add as many team members as you need to your account. To add a team member:

1. Navigate to Settings > Team > Team members
2. Click Add team member
3. Enter the team member's first and last name
4. Add the team member’s email address
   • The email address must be unique
     • If the team member‘s email address is already in use, see Adding team members or clients using the same email address
     • If a team member’s email address was used for an expired or recently deleted trial account, that email address will be available 30 days after the account cancellation
5. Click Continue

6. Select the clinical and/or administrative role(s) for the team member
   • On top of one clinician role, a team member can also have the supervisor role and all administrative roles
   • For more information about all roles, see Clinician roles available for team members and Administrative roles available for team members
7. Click Continue

8. Add additional permissions, if any
   • Available permissions are determined by the role(s) selected
     • To see all permissions, see Additional permissions for clinicians and Additional permissions for administrative staff
   • To show the team member’s current permissions, click Show permissions

9. Click Continue
10. If this team member will need supervision, toggle this on and use the drop down menu to select a supervisor
    • This option will only appear if a team member in your practice has already been assigned the supervisor role

11. Add clinician details, such as NPI number and Specialty
12. Click Continue
13. Review the changes to your SimplePractice plan
14. Click Send invitation

The new team member's invitation will be sent to the email address you entered. They'll be able to create a password for their personal login after clicking the link in the invitation email.

Troubleshooting invitation emails

If the prospective team member’s email address is already in use for an existing paid or trial SimplePractice account, you’ll see the following error message when you click Send invitation.

If you see this message, you'll need to use another unique email address for this team member. A team member’s email address can be changed after they’re added to your practice, but can’t be updated to an email address they’re already using for another account.

Note: Some practice billers or practice schedulers work for multiple practices that use SimplePractice. To learn more about streamlining this process for these team members, see Adding team members or clients using the same email address.

If a team member can’t find the invitation email for your practice, you can resend it to them so that it’s at the top of their inbox. To do this:

1. Navigate to Settings > Team > Team members
2. Find the team member in question
3. Under the Last sign in column, click Resend invitation

You can also click the 3 horizontal dots > Resend invitation.

Updating a team member’s roles

Note: To learn about all roles, see Clinician roles available for team members and Administrative roles available for team members.

To update an existing team member’s roles and permissions:

1. Navigate to Settings > Team > Team members
2. Click the name of the team member you'd like to change
3. Under Role info, click Edit

4. Check or uncheck the box for the appropriate role(s)
5. Click Continue
6. Toggle any of the additional permissions on or off, if applicable

7. Click Continue
8. Review updates to your SimplePractice plan
9. Click Save changes

Once a team member has been added to your account as a clinician, you can't remove their clinician role to only give them non-clinician access. If you’d like to make sure a clinician team member only has non-clinician access, you'll need to delete this team member and re-invite them with the desired role(s). To do this:

1. Navigate to Settings > Team > Team members
2. Select the name of the team member you'd like to change to a non-clinician role
3. Remove the team member
4. Add the team member with the desired non-clinician role(s)

Removing a team member

Important: Deleting a team member is a permanent action. We recommend exporting your data before deleting a clinician. When you remove a clinician from your practice, your account will retain all data tied to the clinician, but they'll no longer be able to log in or access any files. If you add the clinician back to the account later, they won’t be automatically linked to their former client files, so you’ll need to manually reassign them as their clients’ primary clinician. To learn more, see Granting and revoking clinical access.

You can remove team members from your account at any time. To do so:

1. Navigate to Settings > Team > Team members
2. Next to the team member in question, click the 3 horizontal dots > Delete

3. If they're a clinician, use the dropdown menu to Re-assign clients to a new primary clinician

1. Click Start export to open a new window and begin exporting client data for the departing clinician
   • This option is only available when the Account Owner is deleting the clinician
   • For more information, see Exporting client information through data exports
2. Enter the team member's name exactly as is in the account
3. Click Delete account

Important: The first and last name fields are case and space sensitive. The Delete account button will become clickable after you’ve typed the team member’s name exactly as it‘s listed.

If the team member is a clinician or practice manager, you'll receive a prorated credit back to your account for the remaining time that was paid for. This credit will apply toward your next billing cycle.

Managing a deleted clinician team member's data

While deleting a team member is a permanent action, deleting a clinician won’t remove any existing client data. The team member also won’t be removed from any existing notes, reports, billing documents, claims, or payroll.

A deleted clinician's history will still be tracked in all reports for your practice. Deleted clinicians will remain in the Income allocation report and the Appointment status report. However, they'll be indicated as a deleted clinician through a strikethrough on their name.

You can also view Secure Messages from the deleted team member by performing a data export. To view messages between a deleted team member and a client, export data for One client and select that client. To view messages between a deleted team member and existing team members, export data for All clients in the practice. After selecting either option, make sure to choose Complete.

The deleted clinician’s appointments will remain on the calendar, but they’ll be unassigned. For information on reassigning these clients to a new primary clinician, see Removing a team member. If no one will be seeing these clients moving forward, and you’d like to delete their future appointments, see Deleting an appointment.

If the clinician returns to the practice, their former clients can be reassigned to them by another team member with access to all clients. To learn more, see Editing a client's information.