How to Add a New Team Member to the Team

Introduction

Adding team members allows you to build your clinical team in CAREFUL by either inviting existing organization users to join your team or creating new user accounts for people not yet in the system. Team members can view patients, manage actions, and collaborate on care coordination.

Before You Start

• You must be a Team Owner or Administrator to add members to a team
• If inviting a new user (not yet in the organization), you'll need their contact details including mobile number and email address
• The person you're adding will receive an invitation via SMS and email that they must verify

Steps

Adding an Existing Organization User

1. From the sidebar, select My Teams and choose the team you want to add members to
2. Click the Members tab to view the current team roster
3. Click the Add user to team button (with a user-plus icon) at the top of the members list
4. A dialog appears titled "Add user to team [Your Team Name]"
5. In the search field labeled "Search for an existing user", start typing the person's name
6. As you type, matching users from your organization appear below the search box
7. Click on the user you want to add from the search results
8. From the Team role dropdown, select their role:
   • Staff - Standard team member with patient access
   • Team Owner - Can manage team settings and members
9. Click the Add this user to team button at the bottom of the dialog
10. The dialog closes and the new member appears in your team's member table with their name, contact info, email, and assigned role

Inviting a New User (Not in the System)

1. Follow steps 1-5 above to open the add user dialog and search for the person
2. If your search returns "No results", you'll see the message "User not in the system?"
3. Click the Invite them now button
4. A new dialog appears titled "Invite new user" with a registration form
5. Fill in the required fields marked with an asterisk:
   • First Name - The person's first name
   • Last Name - The person's last name
   • Cell / Mobile Number - Their mobile phone (used for SMS verification)
   • Email - Their email address (used for email verification)
6. Optionally, fill in additional details:
   • Job Title - Their clinical role (e.g., "Registered Nurse")
   • Speciality - Their area of expertise (e.g., "Cardiology")
7. From the User role dropdown, select their organization-level permissions (Staff, Admin, etc.)
8. From the Team role dropdown, select their role on this specific team (Staff or Team Owner)
9. Click the submit button to send the invitation
10. The new user appears in your member table with an "unverified" badge until they complete the verification process
11. The invited person receives an SMS and email with instructions to verify their account and set up their password

Managing Team Members After Adding

Once added, you can manage team members from the member table action menu (⋮):

• Resend invitation or Cancel invitation for users who haven't verified yet
• Promote to Team Owner or Demote to Team Member to change their role
• Set to ON duty or Set to OFF duty to control their availability for handovers
• Change Cell/Mobile number or Change Email to update their contact details
• Remove from team to revoke their team access
• Take all users patients to reassign their patient responsibilities before removal

Tips

• Search is instant - Results appear as you type, so there's no need to press Enter
• Already on the team? - Users who are already team members won't appear in search results
• Unverified users - New invitations remain pending until the user verifies their mobile number and email. You can resend the invitation if they don't receive it
• Team vs Organization roles - User role controls organization-wide permissions, while Team role only affects their permissions within this specific team
• Multiple teams - Users can belong to multiple teams with different roles on each team
• Patient handover before removal - If removing a team member who has patients assigned, use "Take all users patients" first to reassign their responsibilities

Related Features

• How to create a new team - Set up teams before adding members
• How to manage team settings - Rename teams and configure team preferences
• How to remove a user from a team - Revoke team access when members leave
• How to manage user permissions - Understanding user roles and organization-level access