Adding a user to your PatientNotes organisation makes them part of your team — they'll appear in your Members list, can access organisation templates, and their sessions will be visible to Practice Managers and Owners depending on your plan.
Only the Owner or a Practice Manager can add members. If you don't have those permissions, you won't see the Add member option — see "I can't see the Add member button" below.
How to add a user
Go to Settings → Clinic Setup (or open /dashboard/organization)
Open the Members tab
Click Add member (top right)
Enter the new user's email address
Select their role — Owner, Practice Manager, Practitioner, or Assistant (see roles below)
Send the invite
You can also apply tags to a member from the Members tab to control which templates and grouping apply to them.
The new user receives an email invitation. Once they accept and create their account, they'll appear as an active member of your organisation.
What the new user receives
The invitation email comes from PatientNotes and contains a link to set up their account. The link is valid for 48 hours. If they don't receive it, ask them to check their spam folder — or resend the invite from the Members tab.
Once they accept, they'll have access to your organisation's templates, and their sessions will be linked to your organisation account.
Roles
Owner — full access, including billing and account ownership.
Practice Manager — manages the team, roles, tags, and organisation settings. See: Practice Manager role — what can they do?
Practitioner — records sessions, generates notes, and uses organisation templates for their own clients.
Assistant — supports practitioners by drafting letters and reports from finalised notes; cannot edit clinical notes.
What happens to my billing?
Each active member occupies one seat, so adding a member increases your monthly cost by one seat. See What does adding a user cost? for details.
Troubleshooting
The invited user says they didn't receive the email
Ask them to check spam. If it's not there, open the Members tab, find the pending invite, and resend it.
The invite link has expired
Invites expire after 48 hours. Open the Members tab and resend the invite — a new link will be generated.
I can't see the Add member button
Only the account Owner and Practice Managers can add members. If you don't see Add member on the Members tab, you don't have those permissions — ask your account Owner to add the member, or to change your role.
I get an error when trying to add a user
This can occasionally happen if your subscription hasn't updated correctly. Contact support and we'll sort it quickly.
Still have questions?
Chat with us via the help widget inside PatientNotes or email [email protected].