Introduction
As a Team Owner, you can invite new users who don't yet have a CAREFUL account directly to your team. This streamlines the onboarding process, allowing you to build your team quickly without waiting for an administrator. The new user receives an invitation via SMS or email and can verify their account to start working immediately.
Before You Start
Required permissions: You must be either:
- A Team Owner for the team you want to add users to, OR
- An Organisation Administrator
What you'll need: The new user's contact details (mobile number and/or email address) and their role information.
Steps
Adding an Existing User to Your Team
If the person already has a CAREFUL account in your organisation:
- From the sidebar, click Teams to expand the accordion, then select your team name.
- Click the kebab menu (⋮) in the top right corner.
- Select Add user to team from the dropdown menu.
- In the search field labelled "Search for an existing user", start typing the person's name.
- When they appear in the results, click on their name to select them.
- You'll see their details displayed, including their current role in the organisation.
- Click the Team role dropdown and select either:
- Staff for a standard team member, or
- Team Owner to give them team management permissions
- Click the Add this user to team button.
The dialog closes automatically, and the user immediately appears in your team's Members tab. They receive a notification that they've been added to your team. If team chat is enabled, they're automatically added to the team chat room.
Inviting a New User Who Doesn't Have an Account
If the person you're looking for doesn't exist in the organisation yet:
- From the sidebar, click Teams to expand the accordion, then select your team name.
- Click the kebab menu (⋮) in the top right corner.
- Select Add user to team from the dropdown menu.
- Start typing the person's name in the search field -- they won't appear in the results.
- Below the search field, you'll see the message "User not in the system?" Click the Invite them now button.
- The "Invite new user" dialog opens. Fill in their details:
- First Name (required)
- Last Name (required)
- Cell / Mobile Number (optional but recommended for SMS verification)
- Email (optional but recommended for email verification)
- Job Title (optional)
- Speciality (optional)
- In the User role dropdown, select either:
- Staff for a standard team member, or
- Team Owner to give them team management permissions
- (Optional) Tick Invite another after save if you need to invite multiple users in succession.
- Click Submit.
The new user is created and automatically added to your team. If you provided a mobile number or email address, they receive an invitation message with a verification link. They'll appear in your Members tab as "pending" until they verify their account and set their password.
If you ticked "Invite another after save", the form clears and stays open so you can immediately invite another person. Otherwise, the dialog closes automatically.
Tips
Can't find someone in the search? There are a few reasons this might happen:
- They don't have a CAREFUL account yet -- use the "Invite them now" path
- They're already in your team -- existing members won't appear in the search results
- They're spelled differently in the system -- try searching by their first name or surname only
Which contact method should I provide? Providing both a mobile number and email address gives the new user flexibility in how they verify their account. However, only one is required. Many healthcare professionals prefer SMS verification as they can quickly complete it on their mobile device.
What's the difference between Staff and Team Owner?
- Staff members can view and manage patients in the team, take responsibility, create actions, and participate in handovers.
- Team Owners have all Staff permissions, plus the ability to add/remove team members, rename the team, manage handover categories, and configure team settings.
Inviting multiple users? Use the "Invite another after save" checkbox to keep the dialog open between invitations. This saves time when onboarding several team members at once.
What happens if verification fails? If the new user doesn't receive their invitation or the link expires, you (or any Organisation Administrator) can resend the invitation from the organisation's Members tab. Find their name, click the kebab menu (⋮), and select Resend invitation.