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Staff Invites

You invite new staff members to your hospital from the User management page, giving each person the right role from the moment they accept — no shared logins and no manual account setup on your side.

Send an invite

  1. Sign in with a hospital administrator account and open the User management page from the admin area.
  2. Under Invite new staff, enter the person’s Staff email and choose a Role: Hospital administrator, Feedback manager, Clinical reviewer, or Dietary and nutrition staff.
  3. Select Invite.

If the invite email can’t be delivered, User management shows a “We couldn’t email this invitation” notice along with the invite link itself, so you can share it another way instead of the invite going nowhere (see Staff Invite Email Delivery).

Manage pending invites

The Pending invites section lists every invite you’ve sent that hasn’t been accepted, expired, or been revoked, along with its expiry date. Select Revoke on any pending invite to cancel it before it’s used. Invite links are single-use and expire automatically after 7 days.

What the invited person sees

The recipient clicks the link, signs in or creates an account, and selects Accept invite to be granted the role you chose for your hospital — you never need to share or manage a password for their account. If they’re signed in under a different email address than the one you invited, the accept button stays disabled until they sign out and use the correct address. Once accepted, they land on the page for their role — or the hospital picker if they belong to more than one hospital (see Role-Based Landing Page After Sign-In).

If the invite’s role is Hospital administrator and your hospital already has two or more active administrators, accepting doesn’t grant the role immediately. The acceptance becomes a request under Pending approvals on the User management page, and any administrator other than the one who sent the invite can approve or reject it — the same two-person control that protects in-app admin changes (see Staff Roles & Two-Person Admin Control). The invited person sees “Invite accepted — approval pending” and gains access once the request is approved. A hospital’s first administrator invite is exempt: with no second administrator available to approve, it still grants directly on accept.