How do I invite team members and assign system roles?
Send secure email invitations to agency coordinators, managers, recruiters, and clinicians with role-based access control.
In YourMedSoft, to invite team members and assign system roles requires navigating to Administration & Roles in the portal, selecting the appropriate record or facility, and executing the validated workflow steps. The platform continuously validates clinical credentials, checks compliance matrices, and logs all actions to an immutable audit trail.
What You Need Before Starting
- Admin permissions and available user seats under your agency plan.
Clinical & Regulatory Compliance Standards
- Conforms to The Joint Commission (HCSS) clinical staffing standards.
- Maintains HIPAA-compliant data encryption and audit logging.
- Enforces state Board of Nursing licensure and clinical scope-of-practice rules.
Step-by-Step Instructions
Open User Management
Go to Settings in the sidebar and select the "User Management" tab.
Click Invite User
Click the "+ Invite User" button in the upper right header.
Team member invitation modal with email and role tier selection.
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YourMedSoft unifies scheduling, GPS time tracking, credentialing, and facility invoicing into one modern platform for healthcare agencies.
Enter Email and Role
Enter the invitee’s email address and assign their initial access role (Admin, Manager, or Staff).
Send Invitation
Click "Send Invite". An email is immediately dispatched with a unique secure token link allowing the user to create their password and join your workspace.
Monitoring Invitations
Pending invites are tracked under the invitations list where you can resend or cancel pending requests at any time.
Pro-Tips & Best Practices
- Admins have full access to billing, settings, and audits. Managers can schedule and approve timesheets. Staff can view their own schedules and clock in.
Troubleshooting & Operational Edge Cases
Issue: Assignment or Action Blocked
Operational Resolution: Verify that all prerequisites and credential requirements are satisfied before requesting an Admin override.
Issue: Notification or Alert Delay
Operational Resolution: Check the clinician profile contact details to ensure SMS and email alert preferences are enabled.
Frequently Asked Questions & Troubleshooting
How does an invited user accept their invite?
They click the link in their email, which takes them to the /invite portal where they choose a password and immediately access their dashboard.
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