As a practice owner or admin, you have a dedicated set of tools to invite your team and set up your practitioners in CoTreat. This guide walks through both.
⚠️ Warning: Team setup is only available on a Practice account. If your subscription hasn't been upgraded to a Practice account yet, you won't see Users under Account settings - upgrade your subscription first, then come back to this guide.
Table of contents
Roles in CoTreat
There are four roles in CoTreat. Only Owners and Admins can invite users and manage practitioners.
- Member - Read/write access to sessions and Care Packs, with limited access to settings.
- Admin - Same as Member, plus access to all settings except billing.
- Owner - Full access to everything, including billing.
- Guest - This will allow sharing read-only sessions with an external user.
Inviting a user
Once your practice is on a Practice account:
- Go to Account > Users.
- Select Invite user.
- Enter their email address and set their role.
- Select Send invitation.
Invitations are valid for 7 days. If one expires - or you just need to send it again - you can resend it directly from the Users page.
Accepting an Invite to Another Practice or Location
If a team member is invited to join a second practice or location, they'll need to log out of their current CoTreat Chairside account before accepting that invite. Once they've accepted it, they'll have access to both locations under the one login.
From there, a location switcher appears in the bottom-left of the screen, letting them move between locations without logging in and out separately.
This means a team member working across multiple practices only ever needs one login and password - the location switcher handles the rest.
Adding your practitioners
Practitioners are separate from user accounts - this is where you record who's actually treating patients (name, specialty, contact details), and optionally link that record to a user's login.
Start adding practitioners only once your users have accepted their invite. This will making the linking process easier as the practitioner information will be auto-populated once the user is linked.
- Go to Account > Practitioners.
- Select Add Practitioner.
- Select the user under Linked user to connect the practitioner profile to their login - their name and email will fill in automatically.
- Enter other details as needed, and upload a profile picture if you'd like.
- Select Add Practitioner to save.
To edit or remove a practitioner later, select the ··· menu next to their name on the Practitioners page.
🛑 Caution: Deleting a practitioner removes their record permanently and can't be undone. If you just need to update their details, use Edit instead.
Frequently Asked Questions
Do I need a Practice account to do this?
Yes - Users and Practitioners are only available once your subscription's been upgraded to a Practice account. Reach out to upgrade if you don't see these options.
How long do invitations last?
7 days. After that, resend the invitation from Account > Users.
Can I edit or remove a practitioner later?
Yes - open Account > Practitioners, select the ··· menu next to their name, and choose Edit or Delete. Deleting is permanent, so use Edit if you just need to update their details.
Do I need to link a practitioner to a user account?
No, it's optional. A practitioner profile can exist on its own for record-keeping - linking it to a user just connects it to that person's login.
What can a Guest role do?
It allows you share read-only sessions with people outside your practice.
A trial message appears after accepting an invite
If a team member's account is on a trial and they accept an invite to another practice without logging out first, they may see a message saying their trial is ending, even though they're being added to a different account. Logging out before accepting the invite, as above, avoids this.
If they've already clicked the invite link without logging out first, resend the invite so a fresh link is generated, have them log out, and only then click the new link.