Open the Team settings page

  1. Go to Account → Team in the settings menu.
    Smilenotes settings page showing the Team section where staff members are managed.
    Open the Team section in your account settings.

How to add a team member

  1. Click Add Someone...
    Team page in Smilenotes showing the Add someone button used to invite staff.
    Click "Add someone" to invite a team member.
  2. Enter the team member’s name and email address. If they already have a Smilenotes account, this must match the email they use to log in.
    Form for entering a new team member's name and email address in Smilenotes.
    Enter the team member's details before sending the invitation.
  3. Select the practice location(s) the team member works at. This controls which appointment calendar they can access.
    Location selector showing practice locations available to the team member.
    Choose which practice locations the team member can access.
  4. Choose the role that controls what this team member can access.
    Role dropdown menu showing Admin, Clinician+, Clinician and Support Staff roles.
    Select the appropriate role for the team member.
  5. The team member will appear with a Pending badge until they accept the invitation.
    Team member listed with a Pending badge indicating the invitation has not been accepted.
    Invited users appear as Pending until they accept the email invitation.
    6. Team member listed with a Verified badge after accepting the invitation.
    Once accepted, the member becomes Verified and gains account access.

How a team member accepts the invitation

  1. The user will be sent an email with an invitation to join the team. Simply click on the acceptance button in the email to join the team.
    Email invitation sent to a new team member to join a Smilenotes practice.
    The team member receives an email invitation to join your account.
  2. If they don't have a Smilenotes account they'll be prompted to enter a secure password, then click Save to continue.
    Password creation screen for a new Smilenotes account during team invitation setup.
    New users create a secure password to finish joining the team.
  3. The user will now be prompted to continue to the login page.
    Confirmation screen after successfully setting a password when joining a Smilenotes team.
    The new team member can now log in to Smilenotes.

How to remove a team member

When you remove a member from your team, they will no longer count to the users on your account.

  1. Click on the View button next to the team member to edit their profile.
    Team member profile screen showing the option to remove a member from the account.
    Open the member profile to remove them from your team.
  2. Scroll to the bottom of the profile and click I want to remove [Name] from this account.

Frequently asked questions

Only the account owner or an admin can invite new team members.

Yes. All team members on the account can access the shared client list.

All data such as notes, files and client data belongs to the account owner.

Yes. You can control calendar access by assigning practice locations.

Related articles

Next steps

Updated: 6 March 2026