Staff Management

Managing your team effectively is crucial for smooth clinic operations. This guide covers how to add, manage, and configure staff members in Genkō.

Accessing Staff Management

  1. Click Staff in the sidebar
  2. Or navigate from Settings → Staff tab
  3. URL: /admin/staff

Staff Overview

The Staff page displays:

  • Header: Title and action buttons
  • Search & Filters: Find staff quickly
  • Staff Limit Warning: Shows usage against your plan’s limit
  • Staff List: Table of all team members

Staff Roles

Genkō has four primary staff roles:

Admin

  • Full access to all features
  • Can manage other staff members
  • Access to billing and settings
  • Can view all patients and appointments

Provider

  • Healthcare providers (doctors, specialists)
  • Can manage their assigned patients
  • Access to scheduling and telemedicine
  • Can view medical records

Nurse

  • Clinical support staff
  • Can assist with patient care
  • Limited editing capabilities
  • Access to vitals and basic records

Staff

  • Administrative personnel
  • Basic patient view access
  • Scheduling support
  • No medical record editing

Adding Staff Members

Step 1: Click Add Staff

Click the Add Staff button in the top-right corner.

Step 2: Fill in Staff Information

Personal Information: | Field | Required | Description | |——-|———-|————-| | First Name | Yes | Staff member’s first name | | Last Name | Yes | Staff member’s last name | | Email | Yes | Work email address | | Phone | No | Contact number |

Role & Access: | Field | Required | Description | |——-|———-|————-| | Role | Yes | Admin, Provider, Nurse, or Staff | | Title | No | Professional title (e.g., “Dr.”, “RN”) | | Specialization | No | Area of specialty (for providers) |

License Information (for Providers/Nurses): | Field | Required | Description | |——-|———-|————-| | License Number | No | Professional license number | | License Expiry | No | License expiration date |

Step 3: Save and Invite

  1. Click Save to create the staff account
  2. An invitation email is sent automatically
  3. Staff member must set their password to activate

Importing Staff (CSV)

For bulk staff imports:

  1. Click Import Staff button
  2. Download the CSV template
  3. Fill in staff information
  4. Upload the completed file
  5. Review and confirm import

CSV Template Fields

Column Required Description
first_name Yes First name
last_name Yes Last name
email Yes Email address
role Yes admin, provider, nurse, staff
phone No Phone number
title No Professional title
specialization No Area of specialty
license_number No License number
license_expiry No YYYY-MM-DD format

Managing Staff Members

Viewing Staff Details

  1. Click on a staff member’s row
  2. Or click the view icon (👁) in actions
  3. Full profile opens with all details

Staff Profile Sections

Personal Information:

  • Name, title, contact details
  • Role and specialization
  • Account status

Access Information:

  • Last login date
  • Account status (Active/Inactive)
  • Email verification status

License Information:

  • License number
  • Expiry date
  • Renewal reminders

Editing Staff Information

  1. Click the edit icon (✏️) or open staff details
  2. Make changes to allowed fields
  3. Click Save

Editable by Admin:

  • All personal information
  • Role assignment
  • License details
  • Status

Resetting Staff Password

If a staff member forgets their password:

  1. Find the staff member in the list
  2. Click the dropdown menu (⋮)
  3. Select Reset Password
  4. Confirm the action
  5. A password reset email is sent to the staff member

Note: Staff members can also use “Forgot Password” on the login page.

Activating/Deactivating Staff

Deactivate Staff

Use when a staff member leaves or needs temporary suspension:

  1. Find the staff member
  2. Click the dropdown menu (⋮)
  3. Select Deactivate
  4. Confirm the action

Effects of Deactivation:

  • Staff member cannot log in
  • Existing appointments remain
  • Data is preserved
  • Can be reactivated later

Reactivate Staff

  1. Filter to show inactive staff
  2. Find the staff member
  3. Click Activate

Deleting Staff

Warning: Deleting staff is permanent and cannot be undone.

  1. Find the staff member
  2. Click the dropdown menu (⋮)
  3. Select Delete
  4. Type confirmation if required
  5. Click Confirm Delete

Notes:

  • Account owner cannot be deleted
  • Reassign patients before deleting providers
  • Historical records are preserved

Role Permissions

Permission Matrix

Permission Admin Provider Nurse Staff
View basic patient info ✅ ✅ ✅ ✅
Edit basic patient info ✅ ✅ ✅ ❌
View medical records ✅ ✅ ✅ ❌
Edit medical records ✅ ✅ ❌ ❌
Manage appointments ✅ ✅ ✅ ✅
Telemedicine access ✅ ✅ ✅ ❌
Manage staff ✅ ❌ ❌ ❌
Access settings ✅ ❌ ❌ ❌
View billing Owner only ❌ ❌ ❌

Customizing Permissions

Admins can customize role permissions in Settings:

  1. Go to Settings → Staff tab
  2. Find the Role-Based Access Controls section
  3. Adjust checkboxes for each role
  4. Click Save

Staff Limit Management

Your subscription plan determines how many staff you can add:

Plan Staff Limit
Free 1 (owner only)
Starter 3
Professional 10
Growth Unlimited

When You Hit the Limit

  • Warning banner appears on the Staff page
  • Add Staff button is disabled
  • Options:
    1. Deactivate inactive staff
    2. Upgrade your plan

Searching and Filtering

  • Search by name, email, or phone
  • Results update as you type

Status Filter

  • All staff
  • Active only
  • Inactive only

Role Filter

  • All roles
  • Admin
  • Provider
  • Nurse
  • Staff

Staff Invitations

Invitation Process

  1. Staff member is created by admin
  2. Invitation email is sent automatically
  3. Staff member clicks the invitation link
  4. Staff member sets their password
  5. Account becomes active

Invitation Status

Status Description
Pending Email sent, not yet accepted
Accepted Password set, account active
Expired Link expired (resend required)

Resending Invitations

  1. Find the staff member
  2. Click the dropdown menu
  3. Select Resend Invitation

Best Practices

Adding Staff

  1. Use work email addresses only
  2. Assign the minimum necessary role
  3. Complete license information for providers
  4. Set up availability after account creation

Security

  1. Review staff access regularly
  2. Deactivate departed staff immediately
  3. Use strong password requirements
  4. Enable two-factor authentication (when available)

Organization

  1. Use consistent naming conventions
  2. Keep titles and specializations current
  3. Track license expiration dates
  4. Document role assignments

Troubleshooting

Staff Not Receiving Invitation

  • Check email address is correct
  • Ask staff to check spam folder
  • Resend the invitation
  • Verify email domain isn’t blocked

Cannot Add More Staff

  • Check current plan limits
  • Count active vs. total staff
  • Consider plan upgrade
  • Deactivate unused accounts

Staff Cannot Log In

  • Verify account is active
  • Check email is correct
  • Reset password if needed
  • Confirm invitation was accepted

Permission Issues

  • Verify role assignment
  • Check custom permission settings
  • Admin may need to adjust access
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