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Add Team Members

A growing team is exciting for business and growth. Add team members easily with detailed controls and permissions

Trentenn avatar
Written by Trentenn
Updated over a week ago

BetterHQ allows you to control what information each of your team members has access to and what they can do and adding users to BetterHQ is easy.

Add a Team Member

  1. Go here 

  2. Or go to Settings > Team > Add Team Member

  3. Add details of your Team Members. Enter their First Name, Last Name, and Email (note that the email must be unique and this email address will be the email that your team member is required to enter as their BetterHQ username when they sign in).

  4. Assign the appropriate access level depending on their role in your business. Use the user-level scenarios to better understand what Access Level to assign. 

  5. Save

  6. The Team Member is added and an email has been sent to them with their login details. This team member will be sent an email with their account information and a temporary system-generated password. When your team member signs in they will be prompted to create a new password (the exception here is if you have added your team member to 'No Online Access' level. The team member will now appear in the Schedule and will be able to begin taking appointments.

Extra Details on Adding a Team Member
Select locations for this team member - Depending on the type of team member access you select, you may be asked to also choose which Location/s this team member has access to. Also, you may be asked what Business they have access to (as Better Clinics allows you to set up team members to access one location or many, one business or many - it's all up to you).

  • PIN - Team Member PIN is used for POS sign-on when processing sales. Team Member PIN verification can be turned on in setting

  • Include on Calendar - By default team members will be given a calendar. This calendar can be activated using this setting. If they are a receptionist, for example, they may not need their own calendar and only need access to your other therapist's calendars so in this case you would disable this toggle.

  • Allow Client Delete - Having this enabled allows the Team Member to delete clients. Disable this toggle to stop the Team Member from being able to delete clients.

  • Sell on POS - By default Team Members will be included in the POS Team Member list.

  • Online Booking Notification - When a new online booking is made by a client an email will be sent to the team member's email address.

  • Team Member Bio

  • Default Appointment Colour

  • User Qualifications

  • Work Cover Number (If Applicable)

  • Mobile

  • Team Member ID

    • If you are required to have ID numbers on your invoices you can also enter the ID Number details for your team member here. To enter an ID Number, enter the ID Details (Name) and ID Details (Number). You can add more than one per user if required.

  • POS Permissions - Toggles

    • Access Client Details

    • Edit Sale Price

    • Apply Discounts

    • Void Sales

    • Edit Mode

Assign Products to Team Members

There are two ways to assign a product to a team member - from the Product details page or the Team Member details page.

  1. Once a team member has been added to your Better Clinics account - go to Settings > Team > Team Members. Select the team member you would like to assign products to.

  2. Once selected, in the banner click 'Products'.

  3. Using the toggle below 'General Bookings', select which products your team member can be booked for within the calendar.

  4. Using the toggle below 'Online Bookings', select the appointments that clients can book online for the team member.


You can also assign a product to a Team Member when adding the product to your Better Clinics account.

  1. Go to Settings > Product > Add Appointment.

  2. In the 'Assign to Team Members' box - use the tick boxes to select which team members you would like the product assigned to.

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